The purchasing module in Rackbeat

In this article, we will walk you through a complete purchasing flow in Rackbeat, as well as how our purchasing module looks and what you can do in this module.

The purchasing module in Rackbeat allows you to manage your purchase orders.
This is also where you can access the receipt of your ordered goods, as well as supplier groups, supplier and associated supplier invoices.

If you click on the "Purchasing" tab, you will be taken directly to your order overview.

Purchasing Module in Rackbeat: A Complete Guide

In the purchasing tab, you get a complete overview of purchases and suppliers. The tab allows you to work with:

1. The purchasing order overview
2. Creating receipt of goods
3. Leverandørfaktura
4. Leverandører og leverandørgrupper

The purchasing order overview

In the order overview, you have the opportunity to access your existing orders, create new ones, perform batch actions, import and export your orders. Let's go through these actions together:

Create an order: 

1. You can create an order by clicking "Create New," then select your supplier and click "Create and Edit" to proceed. If you have not created your supplier yet, we recommend creating supplier groups and suppliers before you create your first order. Once you've created your order, there are several different fields that you need to address, which we review below:

   1. Supplier

      1. Invoice and delivery address: 

         Here, you can choose to edit the billing and/or delivery address for your order. Changing it here will not alter anything on the supplier itself, just the information for this specific order.

      2. Supplier note: 

         If the supplier has a note, you will be able to see it here. If not, this button will not be visible.

   2.  References: (Click the two arrows to expand the section and see the remaining fields.)
      1. Our reference: Here you can add a reference from your own company on this order. Before you can add them as references, they need to be created as employees in your company settings. 
      2. Their reference: Here you can add a reference from your supplier on this order. You can create them here or create them under your supplier under contacts.

      3. Other reference: This field is a free text field and allows you to add an additional reference to the order.

      4. Currency + Exchange Rate = Here you can specify in which currency your order should be. It's important to select your currency before adding your products to the order, as you might risk incorrect pricing if done the other way around.

      5. Payment Terms: Here you can specify the payment terms applicable for this order and associated invoice. This will not appear on the PDF unless you have checked the "Show payment terms" box at the bottom of the section.

      6. Delivery Terms: Here you can specify the terms for the delivery of the ordered goods, this field is often used if there are special conditions regarding the delivery of goods.

      7. VAT Zone: Here you can specify the VAT zone for this order, if no VAT zone is specified in the order itself, it will use the supplier’s VAT zone.

      8. Layout: Here you can specify which layout is used in the order. It affects the PDF and email template used.

      9. Project: If you work with projects and project management in Rackbeat and e-conomic, you can use this field to select which project this order should be linked to.

      10. Cost Type: If you work with project management in e-conomic, you can select the cost types you have created in e-conomic. If you do not work with project management, this field will not appear.

      11. Attach PDF: Here you can attach a PDF document that will be added to the order pdf created through Rackbeat.

      12. Show Payment Terms: Here you can choose if you want to show the payment terms on the PDF file created by Rackbeat. It is not shown on the order itself by default, so you will need to actively select to have it on. It's automatically displayed on the invoice.

              c. Notes:

1. 1. 1. Header: Here you can enter a header that is visible on your PDF and in your order overview.

      2. Desired delivery date: Here you can enter the date, you wish your goods to be delivered on.

2. The next step is to add your products and/or text lines to your order. To do this, click the "Product Line" or "Text Line" button.

3. A pop-up window will appear where you select your product, and at the same time, you'll have the opportunity to adjust some information about the product. Start by selecting your product.

   1. Product: In this field, you select your product from your product catalog.

   2. Supplier's Product Number: If the product has a registered unique product number with this specific supplier, it will display here. You can also choose or search for the product if you want to search by the supplier's product number

   3. Location: Here you can select where the product should be delivered. Opening this dropdown menu, you’ll see an overview of your locations and where many of your locations have this item in stock.

   4. Text: Here you can see the name of the product; it's the name that will appear on the product line. You can adjust this field if you want to change the name.

   5. Quantity: Here you can specify how many units, of the assigned product, the product line should contain.

   6. Unit: Here you can specify the unit type of the product, on the product line.

   7. Price per unit: Here you can indicate the sales price per unit of the product line. 
   8. Discount: Here you can specify the discount rate for the product line, if you want a specific discount rate for the items on this line. Hovering over the question mark icon above, you will see how much you can save.  
   9. Delivery date: Here you can specify a desired delivery date for this specific product line.

4. When you have added your product and text lines to your order and wish to only create it, or create and send it, click "Confirm Order."

5. You will have two options here, either to choose if you want to send the order to your supplier via email or if you want to create a receipt draft of the goods you have ordered.

   1. If you wish to send the order to your supplier, just tick the box and fill out the fields relevant to receiving the email and the PDF sent with it.

6. When you're ready to finalize your order, click "Send."

7. The next step would be to handle your supplier invoice and receiving of your goods to your warehouse.

The next steps concern: Receiving goods and creating supplier invoices.

Receiving and creating supplier invoices can be done in the order that makes the most sense for your workflow.

In this guide, the receipt of an order is reviewed, followed by creating the supplier invoice from the order - this can also be done vice versa.

Creating receipt of goods

When you need to receive goods from the order:

In Rackbeat, there are two ways to create a receipt draft:

1. Go to the order overview, and hover over the three dots on the order. Here, you can click "Create Receipt."

2. Open the order (click the order number in the overview) and click "Actions", then "Create Receipt."

Once the receipt draft is created, the receipt will be found under the "Receipts" tab if you're not automatically taken to it. If you use a warehouse/mobile user, it will also be available in the mobile app.

To receive your goods, open the draft and enter how many goods you have received. By default, it will automatically select the full quantity ordered. You can adjust the quantity if you have only received some of the order.

When you are ready to receive your goods, click "Receive," and the inventory of the goods will be adjusted.

Book your supplier invoice

The invoice you post must always match what was received from your supplier.

This is why you also have the possibility to edit the invoice draft created from your order. This gives you the opportunity to change the invoice if there have been price changes, or changes to goods/lines.

You can create your invoice draft from the order in two ways:

1. Go to the order overview and hover over the three dots on the order. Then click "Create Invoice."

2. Open the order by clicking the order number in the overview. Then click "Actions" and "Create Invoice."

Once you've created an invoice draft, you can see it under the "Invoices" tab.

As long as the invoice remains as a draft, you can edit the invoice draft to ensure it matches the invoice you received from your supplier.

You can edit:

Quantities:

• If you have only received part of the order, you can edit the quantities on the invoice. The purchase order will then have the status 'Partially Invoiced.' If you want to receive the remaining, you need to create a new invoice draft from your order. The new draft will only contain the goods that have not yet been registered as invoiced. This can be done as many times as needed until the order is registered as fully invoiced.

Prices: 

• If there have been price changes, it's important to update the invoice with the correct prices to ensure the correct calculation of the cost price.

When the invoice is ready for posting, click "Post."

Contact support

Rackbeat offers a lot of functionality in the purchasing module. We encourage you to experiment with Rackbeat's functions, setups, and flows so you can find the workflow that best suits your company.

You can always contact our support if you are interested in sparring about your workflows."