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    Buy Module

    Overview

    The Buy module is where users manage all purchase orders across selected sites. It provides visibility into order status, vendor details, due dates, and financial totals.

    Key Elements

    • Site selector to filter data by location
    • Purchase order table with sortable and filterable columns
    • Status indicators such as Complete, Cancelled, Waiting for Payment, Waiting for Delivery, Overdue
    • Total Order Value displayed in selected currency
    • Actions for creating, scanning, exporting, and managing purchase orders

    How to Use

    1. Select a site from the Site Dropdown
    2. Review purchase orders in the table
    3. Use filters under each column to narrow results
    4. Click on an Order Number to open full details
    5. Use the action menu on each row for additional actions
    Notes
    • Data shown is always scoped to the selected site
    • Status labels reflect real-time order progress
    Best Practices
    • Always confirm the selected site before taking actions
    • Use filters instead of scrolling through large datasets

    Update Status

    Allows users to change the status of a purchase order.

    How to Use

    1. Open the action menu on a purchase order
    2. Select Update Status
    3. Review the current and new status
    4. Click Continue to confirm

    Warning

    Status updates affect workflow progression and reporting.

    Best Practices
    • Only update status when the real-world action is completed

    Mark as Failed Inspection

    Used to flag a purchase order or item as failed during inspection.

    How to Use

    1. Trigger the Mark as Failed Inspection action
    2. Enter the reason for failure in the input field
    3. Click Continue to confirm

    Notes
    • Reason input is required
    Warning

    This action may impact downstream processes such as inventory or supplier evaluation.

    Best Practices
    • Provide clear and specific reasons for traceability

    Order Arrangement

    Users can reorder items within the table using rank input.

    How to Use

    1. Click the reorder control on a row
    2. Enter a new rank position
    3. The table updates based on the new order

    Notes
    • Ranking affects visual arrangement only
    Best Practices
    • Use ranking for prioritization during review sessions

    Filters and Dropdowns

    The Buy table includes advanced filtering options for better data control.

    Available Filters

    • Order Total range
    • Issue Date
    • Due Date
    • Status
    • Site

    How to Use

    1. Click any filter field under a column
    2. Select or input desired values
    3. Table updates automatically

    Site Selection

    Filters purchase orders by site.

    How to Use

    1. Click the Site dropdown
    2. Select a site or choose All
    3. Data updates based on selection

    Add New Site

    Allows users to create a new operational site.

    How to Use

    1. Click + Add a new site from the dropdown
    2. Fill in required fields:
      • Site Name
      • Legal Name
      • Address details
      • Primary Currency
    3. Select enabled functions:
      • Sell
      • Make
      • Buy
      • Check
      • Fix
      • Stocks
    4. Click Add

    Notes
    • Site functions determine module accessibility
    Warning

    Incorrect site configuration may limit system functionality.

    Best Practices
    • Only enable functions relevant to the site's operations

    Active Scanner

    The Active Scanner allows real-time item scanning using connected barcode devices.

    How to Enable

    1. Toggle Active Scanner on
    2. Ensure a barcode scanner is connected

    Notes
    • Scanner must be physically connected before activation

    Scan Item

    Opens the scanning interface for processing items.

    How to Use

    1. Click Scan Item
    2. Choose scanner type or device
    3. Scan the item using the selected device

    Scanner Error Handling

    Displays when scanner activation fails.

    Common Cause

    • No barcode scanner device connected

    Resolution

    1. Connect a valid barcode scanner
    2. Retry activating Active Scanner
    Warning

    Scanner features will not function without a connected device.

    Active Scanner Setup

    Configures the scanner device before use.

    How to Use

    1. Open Active Scanner settings
    2. Select a device from the dropdown
    3. Click Save

    Notes
    • Webcam devices are only usable via Scan Item, not Active Scanner

    Camera Scanner

    Allows scanning using a camera device such as a webcam.

    How to Use

    1. Open Scan Item
    2. Switch scanner to camera
    3. Position barcode within the camera frame
    4. System detects and processes the item

    Item Detected

    When an item is successfully recognized.

    Behavior

    • Item details populate automatically
    • User can confirm the action

    How to Use

    1. Verify item details
    2. Adjust quantity if needed
    3. Click Confirm

    Unassigned Item Detected

    Occurs when scanned item is not linked to a purchase order.

    How to Use

    1. Select an item manually
    2. Assign a purchase order
    3. Confirm the action

    Warning

    Unassigned items require manual intervention before confirmation.

    Barcode Scanner

    Supports hardware barcode scanners for faster and more precise input.

    How to Use

    1. Ensure barcode scanner is connected
    2. Open Scan Item
    3. Scan the barcode
    4. System processes automatically

    Barcode Item Detected

    Recognized barcode linked to a known item.

    How to Use

    1. Review item details
    2. Adjust quantity if needed
    3. Click Confirm

    Barcode Unassigned Items

    Barcode is detected but not linked to a purchase order.

    How to Use

    1. Select item manually
    2. Assign a purchase order
    3. Confirm

    Warning

    Confirming without correct assignment may cause tracking errors.

    Best Practices
    • Always verify item and purchase order before confirming
    • Use barcode scanning for high-volume operations to reduce manual errors

    Create Purchase Order

    This is the main screen where you create and manage a Purchase Order before submitting it.

    How to Use

    1. Review or input order header details
    2. Add items under the Items table
    3. Fill in Delivery Details
    4. (Optional) Add tracking
    5. Click Create Order when complete

    Notes
    • Draft status means nothing is finalized yet
    • Totals update automatically based on items, tax, and shipping

    Add Supplier Details

    Used to define or select the supplier for the Purchase Order.

    How to Use

    1. Select an existing supplier or input a new one
    2. Fill in:
      • Contact person
      • Email
      • Phone
      • Billing address
    3. Click Add

    Notes
    • Incorrect supplier details may result in failed communication or delivery issues
    Best Practices
    • Use existing supplier records whenever possible to maintain consistency

    Add Business Details

    Defines internal contact or representative tied to the order.

    How to Use

    1. Select a sales representative or contact
    2. Fill in:
      • Email
      • Phone
      • Billing address
    3. Click Add

    Notes
    • This identifies internal ownership of the order
    Best Practices
    • Assign a responsible person to ensure accountability and follow-through

    Add Delivery Details

    Specifies where the order will be delivered and any relevant instructions.

    How to Use

    1. Click the edit icon in the Delivery section
    2. Select a site and address
    3. Assign a contact person
    4. Input phone number and delivery instructions
    5. Click Add

    Notes
    • Delivery instructions guide logistics and receiving teams
    Warning

    Incorrect delivery details can cause delays or failed deliveries.

    Best Practices
    • Provide clear and specific instructions for handling and receiving

    Add Items to Purchase Orders

    Allows users to define the items being purchased, including quantity, cost, and tax.

    How to Use

    1. Click Add Item
    2. Select an item from the dropdown
    3. Enter quantity
    4. Review or input unit cost and tax rate
    5. Repeat for additional items
    Notes
    • Totals update automatically based on item entries
    Warning

    Incorrect quantities or pricing will affect inventory and financial records.

    Best Practices
    • Double-check item selection and pricing before finalizing

    Order Summary

    Displays a financial breakdown of the purchase order.

    Key Elements

    • Subtotal
    • Tax
    • Shipping
    • Total

    Notes
    • Values are calculated automatically
    Best Practices
    • Review totals before creating the order to ensure consistency

    Add Delivery Tracking (Optional)

    Allows users to attach a tracking link to monitor delivery progress.

    How to Use

    1. Click Add Tracking above the Delivery Details section
    2. Input the tracking link
    3. Click Add

    Notes
    • Tracking links provide visibility into shipment status
    Best Practices
    • Always include tracking information when available

    Manage Purchase Order

    Allows users to manage order status, actions, and workflow progression after creation.

    Key Elements

    • Order status indicator
    • Action dropdown
    • Receive Item and Scan Item buttons
    • Items table with receiving status

    How to Use

    1. Open a Purchase Order
    2. Use the Actions dropdown to update status
    3. Monitor item status in the table
    4. Proceed with receiving items when delivered

    Notes
    • Status changes are logged in order history
    Best Practices
    • Keep status updated to reflect real-world progress

    Update Status (from Purchase Order)

    Allows users to change the status of a Purchase Order.

    How to Use

    1. Click Actions
    2. Select a new status
    3. Review the confirmation modal
    4. Click Continue

    Warning

    Status changes impact reporting and workflow progression.

    Best Practices
    • Only update status after confirming the real-world action is completed

    Mark as Failed Inspection (from Purchase Order)

    Flags an item or order as failed during inspection.

    How to Use

    1. Trigger Mark as Failed Inspection
    2. Enter the reason
    3. Click Continue

    Notes
    • Reason input is required
    Warning

    This action may affect inventory and supplier evaluation.

    Best Practices
    • Provide clear and specific reasons for traceability

    Receive Item

    Allows users to record items received from a Purchase Order.

    How to Use

    1. Click Receive Item
    2. Select the item
    3. Verify purchase order and supplier details
    4. Enter quantity received
    5. Click Confirm

    Notes
    • Receiving updates inventory levels
    Warning

    Incorrect quantities will lead to inventory discrepancies.

    Best Practices
    • Verify actual received quantity before confirming

    Scan Items (Receiving)

    Allows users to receive items using barcode or camera scanning.

    How to Use

    1. Click Scan Item
    2. Select scanner or camera device
    3. Scan the item barcode
    4. Verify detected item
    5. Adjust quantity if needed
    6. Click Confirm

    Notes
    • Scanning reduces manual input errors
    Best Practices
    • Always verify detected item before confirming

    Add Delivery Tracking (Post-Creation)

    Allows users to add or update tracking information after order creation.

    How to Use

    1. Open a Purchase Order
    2. Click Add Tracking
    3. Enter tracking link
    4. Click Add

    Notes
    • Update tracking as soon as shipment is dispatched

    Related Orders

    Displays all orders linked to the current Purchase Order.

    Key Elements

    • Order ID
    • Issue Date
    • Due Date
    • Status

    How to Use

    1. Navigate to the Related Orders tab
    2. Use filters to refine results
    3. Click an order to view details

    Notes
    • Provides visibility into dependencies across workflows
    Best Practices
    • Use this view to track linked manufacturing or sales processes

    Order History

    Tracks all actions performed on the Purchase Order.

    Key Elements

    • Date and time
    • Action owner
    • Activity log

    How to Use

    1. Open the Order History tab
    2. Review changes and actions

    Notes
    • All updates are recorded for traceability
    Best Practices
    • Use order history for audits and issue investigation
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