Raising Purchase Orders from the NOQ Backend Portal

Step 1: Set Up Supplier Information

1. Navigate to the NOQ Backend Portal > Products > Suppliers P/O.
   
2. Click Create Supplier or select an existing one.
3. Fill in the following details:
   
   
   • Supplier ID (system-generated)
   • Supplier Name
   • Account Number
   • Contact Details
4. Use the Postcode or first line of the address to search and add the supplier’s address.
5. Click Save when done.

Step 2: Create a Purchase Order

1. Go to the Purchase Orders section and select Create Purchase Order.
   
2. Choose the supplier from the list.
3. Select the Stock Location for delivery.
   • The stock location address will auto-fill based on the predefined stock location details.
4. Add email recipients for the order notification (multiple recipients are allowed).

Step 3: Set Payment Terms

1. Choose from standard payment terms such as “Payment in Advance” or “Payment on Receipt”
2. If necessary, select Other and type custom payment terms (up to 200 characters).
3. You may also select None as a payment term if applicable.

Step 4: Select Ingredients and Order Quantity

1. Choose the ingredient or product to order.
2. Review the following details:
   • SKU
   • Ingredient Type
   • Purchase Unit and Size
   • Current Stock Level
   • Unit Cost Price
3. Enter the quantity to order.
4. Confirm the Final Stock Level and Total Cost based on the updated unit price if necessary.

Step 5: Save and Approve the Purchase Order

1. Click Save to generate the purchase order.
2. Go to View and select Approve to finalize the order.
3. An email will be sent to the listed recipients with the purchase order details.

Step 6: Review the Purchase Order Email

1. Open the purchase order email (check your spam folder if needed).
2. Review the following information:
   • Purchase Order Number
   • Supplier Name
   • Stock Location
   • Approval and Issue Dates
   • Billing and Delivery Information
   • Breakdown of Ordered Items
   • Payment Terms

Step 7: Receive Delivery and Reconcile Variances

1. When the delivery slip is received, log back into the system.
2. Verify the received quantity.
3. Update the system if there's a variance between the ordered and received units.
   • Example: If only 1 unit was received instead of 2, update the system accordingly.
4. Ensure the total cost is accurate and aligns with the updated stock level.

Step 8: Close the Purchase Order

1. Finalize the purchase order and add the received items to stock.
2. Navigate to the Completed section to view the finalized order.
3. Return to the stock location to confirm the updated stock level.