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v26.3

Ordering and Goods Receipt

For whom: office staff and owner · Where: Admin → Stock → Orders tab and Admin → Suppliers

From demand to booked delivery in four steps: maintain suppliers, generate an order proposal, send the order, accept the goods — including partial deliveries.

Prerequisite

For the order proposal, the articles need a supplier with pack size (Articles with stock tracking) and a min/target rule in the main stock (Setting up stock).

Beträge und Steuersätze in den Beispielen

Alle Beispielbeträge sind Euro-Beträge. Einkaufspreise führt das Lager grundsätzlich netto; die Steuersätze in den Beispielen sind 19 % (Normalsatz) und 7 % (ermäßigter Satz).

1. Maintain suppliers

Admin → Suppliers

The list shows name, city, phone and e-mail; the search field "Search (name, city, e-mail, phone)…" filters, and the counter (e.g. "3 of 12") is shown to its right. Inactive suppliers are labelled Inactive.

"New supplier" opens the detail form:

Field Purpose
Name Required field
Additional line, street, ZIP, city, country Address for the order
Phone, e-mail, fax, web The e-mail is the recipient for orders
Customer number Your customer number with the supplier
Minimum order value Shown as a note in the order editor
Delivery time (days) For planning
Notes Free text
Active If switched off, the supplier disappears from the selection

At the bottom is the section "Assigned articles" with pack size, factor, cost per pack and supplier article number. This assignment is maintained on the article and only displayed here for overview.

One form for all supplier data

There is exactly one supplier form: Admin → Suppliers. It brings order data, bank details, pre-posting, assigned articles and the supplier's documents together in one form; there is no tab of its own for this in the stock.

Without the Storage locations & suppliers permission, the form is read-only; the note "View only — editing requires the "Stock administration" permission." points this out.

Deleted suppliers are hidden, not destroyed: existing orders carry the address as a copy anyway and remain complete.

2. Generate an order proposal

Admin → Stock → Orders → "Order proposal"

The proposal determines the demand of the main stock from the min/target rules: all articles below minimum, rounded up to whole packs and grouped by supplier.

Each row shows Stock, Min, Target, Demand and Order quantity (with the suffix "(à 12)" for the pack factor). Above each group is the supplier name, below it the total.

  1. Check the quantities and adjust them if needed; delete rows you do not need with "Remove row".
  2. Click "Create order" for each supplier.
  3. The order then appears in the list with status Draft.

The "No supplier" group

Articles without a stored supplier end up in a group of their own with the note "No supplier is stored for these articles — please maintain a supplier with pack size on the article under "Stock"." No order is created from this group; the assignment belongs on the article.

If it says "No demand — all stock levels are above the minimum.", either everything really is in stock — or no min/target rules have been defined yet.

3. Review and send the order

Clicking an order opens the order editor.

Field Meaning
Supplier Address and order data are taken from there
Target stock Goods receipt is booked there; default is the main stock
Delivery date Requested date
Comment Appears on the order, e.g. "please deliver in the morning"

The items carry Pack, Factor, Cost/pack and Total; at the very bottom is Grand total. You add further articles via "Search article (name, number, barcode)…".

If the supplier's minimum order value has not yet been reached, the yellow note "Minimum order value €250.00 not yet reached (currently €180.00)." appears above — it does not stop you from ordering, it only reminds you.

There are two ways to send it:

  • "Send to supplier by e-mail" — DiKAS sends the order to the stored e-mail address and sets the status to Ordered. Afterwards "Order was sent to …." appears.
  • "Mark as ordered" — for orders that you place by phone or via a supplier portal.

"Cancel" aborts the order; the confirmation prompt points out that this cannot be undone.

The order statuses

Status Meaning
Draft Created, not yet sent — freely editable
Request Originated from an internal request
Ordered Placed with the supplier, delivery pending
Partially delivered Part has arrived, the rest remains open
Delivered Arrived completely
Closed Process finished
Cancelled Aborted

4. Book goods receipt — also as a partial delivery

As soon as the order has the status Ordered, the Goods receipt section appears in the editor.

  1. Go through the delivery against the delivery note.
  2. For each item, enter the quantity actually delivered in packs in the "Delivered now" column. The columns Ordered, Delivered and Remaining show the status.
  3. If the price differs from the ordered one, enter the new cost per pack in "Cost correction".
  4. Optionally enter a comment on the goods receipt.
  5. "Book goods receipt".

What happens in the process:

  • The quantities are booked into the target stock (the source is the system stock Goods receipt).
  • The average purchase price of the article in this stock is updated.
  • If a remaining quantity stays open, the order goes to Partially delivered and can be delivered against again later.

Goods receipt without an order

Goods that arrive in the house without a prior order are booked via Admin → Stock → Bookings → "New booking" → Goods receipt: choose the target stock, add articles via search, enter quantities and cost per unit, Book.

The stock level only changes with the executed booking

A booking that was created but not executed changes nothing. After "Book goods receipt", the confirmation "Goods receipt booked." appears — only then are the goods in stock.

Practical example: beverage delivery with a shortfall

Ordered were 10 crates of cola, 5 crates of mineral water and 2 crates of rum. Delivered are 10 crates of cola, 5 crates of water and only 1 crate of rum.

  1. Open the order (status Ordered), Goods receipt section.
  2. Enter cola 10, water 5, rum 1 in "Delivered now".
  3. According to the invoice, the rum costs €90.00 instead of €84.00 per crate → Cost correction 90,00.
  4. Comment: "1 crate of rum missing, subsequent delivery promised".
  5. Book goods receipt.

Result: the stock level rises by 240 bottles of cola, 60 bottles of water and 12 bottles of rum, and the rum's average cost adjusts. The order is at Partially delivered with Remaining 1 — the subsequent delivery is booked on the same order.

When something does not work

Message Cause and remedy
"Please choose a supplier." An order needs a supplier.
"Enter at least one item with a quantity greater than 0." An empty order is not saved.
"No delivery quantity entered — please enter at least one item with a quantity greater than 0." In goods receipt, everything was 0.
"Order could not be sent" No e-mail address is stored for the supplier, or e-mail sending is not set up. Alternatively use "Mark as ordered".
"Minimum order value €250.00 not yet reached (currently €180.00)." Just a note — the order can still be sent.
"No supplier is stored for these articles …" "No supplier" group in the proposal: maintain supplier and pack size on the article.
"No demand — all stock levels are above the minimum." Either everything is in stock, or min/target rules are missing in the main stock.
"Suppliers could not be loaded — server not reachable." Connection problem; reload the page.
An article is missing from the proposal although the stock level is low The proposal looks only at the main stock. For counters, replenishment runs via requests.

Next steps