Purchase orders
Order stock from your suppliers, email them the order as a PDF, and receive each delivery into stock with its lots and what it cost.
A purchase order is what you order from one supplier for one location. You draft it, email it to the supplier as a PDF, and receive the delivery into stock when it arrives — all of it at once, or a part at a time. Each order is numbered in one run for the whole practice: PO-0001, PO-0002 and so on.
Owners and managers create, edit, send and cancel orders. Anyone who can take and restock stock can receive a delivery.
Before you start
- Add each supplier under Settings → Address book with the kind Supplier, and give it an email address: that is where its orders are sent. See Address book.
- On each item you order, set its usual Supplier and the supplier's own code for it. The code is printed on the order, and Create from low stock gathers a supplier's items by it.
Draft an order
Open Inventory and the Purchase orders tab, and click New order.
Choose the Supplier, and when you expect the delivery under Expected.
For each item, choose it, enter how many of its own units you are ordering, and the Unit cost before tax. What this supplier last charged you for the item, before tax, is filled in for you. Click Add line for another item; each item goes on an order once.
Add any Notes for the supplier, and click Save draft.
Only a draft can be changed: open it and click Edit.
Create from low stock
Create from low stock starts an order with everything a supplier should send you now. Choose the supplier, and every item whose usual supplier it is and that is at or below its minimum is added, with enough to bring it up to its auto-order level — or, without one, twice its minimum. What is already on an open order counts towards both, so an item you have already ordered isn't ordered again. Change any line before you save, and click Add low stock items on any draft to add the supplier's low items to it. Choosing another supplier takes the first one's low stock items off the order again; lines you added yourself stay.
Send it to the supplier
Open the order and click Send. Check the email address — it starts as the supplier's — and click Send. The order is emailed as a PDF from "your practice via Smileline", and the supplier's replies go to your location's email address. A draft becomes Sent.
The order's Emails list shows each one: Sending…, then Sent with the time. One that could not be sent says so, with Retry. Send again emails another copy, to the same address or another; one email of an order goes out at a time.
If you ordered by phone, you don't have to send anything: you can receive a delivery on a draft order too.
Download PDF saves the order as the supplier reads it.
Receive a delivery
Open the order and click Receive delivery.
Enter the Supplier invoice number the delivery came with, if it has one.
For each line, enter how many Arrived (what is left to receive is filled in; enter 0 for a line that didn't come), and the Lot number and Expiry date they came in, if they have them.
Enter what the line cost before tax if it differs from the order, and the Tax charged on it. Without them, the line costs what the order says, with no tax. Enter the Tax rate (%) charged, too, if you send supplier bills to your books: with the tax left empty, it is worked out from the rate (see Supplier bills).
Click Receive into stock.
Each item is restocked into its lot, and its stock value goes up by what the line cost, tax included — or net of tax once you switch on We reclaim VAT/sales tax in Accounting. The item's history shows the restock as a purchase order. A line with part of its items still to come leaves the order Part received; when every line has all it ordered, the order is Received.
If more arrived than was left to receive, tick the box under the line to confirm it — nothing is received until you do. The order's Deliveries list keeps every delivery, with who received it and when.
Find an order
The search bar at the right of the tabs finds orders by number (PO-0042 or just 42), supplier or an item on them, and filters them by Status (pick several) and Supplier, across every order of the location.
Cancel an order
Cancel order stops an order taking deliveries; anything already received stays in stock. A cancelled order isn't emailed, even if an email of it was still waiting to go. A fully received order can't be cancelled.
Pick lists
Make lists of what to take off the shelves, print them, and take the stock when they are picked, or check off a day's treatment kits.
Scanning, labels and stock on your phone
Scan pack barcodes and Smileline labels with the app's camera, print QR labels for items and rooms, and take, restock, count and pick stock from your phone.