Tricky supply scenarios

A supplier PO has been raised for multiple items, and it turns out that one or more items are now available from an alternate supplier. To resolve this scenario:

1. From the left navigation menu, click Purchases .
2. Search for the order, and click its Order # to open the PO.
3. In the upper-right corner of the page, click Receive in order to receive all items from the original supplier that have been delivered, including partially delivered quantities.
4. Change the Supplier to the alternate supplier with stock.
5. Enter the revised supply cost for the remaining items.
6. In the upper-right corner of the page, click Save Receipt.
7. Email the balance of the PO with the new supplier.
8. Manually cancel the original supplier PO as necessary.
9. Receipt goods from the alternate supplier to fulfill the order.

This scenario is similar to Scenario 1, but this time, you only want to fulfill one item from another supplier and receive the balance of the PO from the original supplier at a later date. This process will deliver a correct accounts payable result.

In this example:

• Three items were ordered from Supplier A.
• Item 1 was delivered and receipted, leaving two items unfulfilled.
• Item 2 is now available from Supplier B.
• Item 3 is still delayed, and you wish to keep this order with Supplier A.

The action in Scenario 1 won't resolve this scenario because the supplier for Item 2 cannot be changed without also changing supply for Item 3. To resolve this scenario:

1. From the left navigation menu, click Purchases .
2. Search for the order, and click its Order # to open the PO.
3. Change the quantity of the SKU(s) on the PO (advise supplier).
4. Receive the supplied item(s).
5. Raise a manual PO for Item 2 from alternative Supplier B, and link to the sales order.
6. Receive Item 2.
7. The remaining Item 3 will be awaiting fulfillment from the original Supplier A.
8. Receipt Item 3 from the original supplier at a future date.

Your customer is located in Sydney, and they order several toners.

All items are available at the best price from Supplier A. Some of the stock from this supplier needs to come from its Melbourne warehouse and the balance from Sydney.

All items are also available at Supplier B, and this supplier is fully stocked at their Sydney warehouse.

Are you better off paying a bit more for Supplier B?

Relying on the Purchasing Optimizer for operational efficiency

Overnight delivery is available for most locations, allowing for Supplier A to quickly ship from Melbourne to Sydney. Also, consider that supply may have changed from the time of quoting to the time of order placement.

Kaseya Quote Manager is designed to determine optimal supply. We recommend relying on the Purchasing Optimizer to do the work for you, even if you lose out on occasion. Time is money. Simplicity is key to operational efficiency.

You may opt to manually select a supplier in certain instances, such as when the supplier provided a lead or helped you win the sale.

At times, you may have an opportunity to purchase an item bundled with another product that you plan to hold and sell later. To do so:

1. Sell or quote the bundle SKU to your customer. When quoting, you may rename the item to remove the bundle description.
2. Receipt goods by entering the cost price that you wish to attribute to the sale value.
3. Raise a manual PO for the second item by following the process to receive inventory into stock. Refer to Transfer inventory to a warehouse.
4. The price should be the balance of the supplier cost. This ensures accurate accounts payable.
5. The second item will be automatically fulfilled from your inventory when next sold.