Inventory Management
Supplier Orders: Guide
Everything about supplier orders in one place: what they are, how to create, send and receive them, how to search for them, how to fix mistakes, and answers to common questions.
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About
Supplier orders let you order inventory products from your suppliers and receive them in Cinchio Back Office, so stock on hand matches what actually arrived.
What you can order
Supplied products
Your core inventory items, used day to day and in recipes.
Overhead products
Items you order from suppliers that aren't part of your regular inventory. See overheads.
Supplier order states
Preparation
Created and can still be edited.
Ordered
Sent to the supplier.
Delivered
Received into stock in Cinchio Back Office.
Completed
The stock period it falls in is complete. Only if you use periods.
Reporting
Setting up
Ready to start?
Go to the Create tab.
Create
Start a new order, from scratch, from your usual products or from a template, and add what you need.
Three ways to start
Blank
An empty order, for you to add products to.
Autofill Valid Products
Every product for this supplier with Include In Auto Order turned on.
Template
The products in one of your order templates.
Where supplier details come from
The cut-off time, minimum order value, account number, lead times, delivery days and ordering notes shown on an order are all set in supplier settings.
Steps
1
Start a new order
Go to Inventory Management > Supplier Orders > Orders and select New Order.
2
Choose the supplier
In the New Order window, fill in the following, then select Create Order.
The supplier.
If you chose Template, the template to use.
When you expect to place the order.
3
Check the order details
Check the details at the top of the order and change any you need to:
The location in your site the order is for.
A countdown to the supplier's order cut-off time, if set.
The supplier's minimum order value, if set.
A default description, which you can change.
A default reference, including your supplier account number if set. You can change it.
When you expect to place the order. It's updated when the order is placed.
When you expect the delivery. It fills in automatically if the supplier has lead times and delivery days set.
If you need to, select Add Notes To Order to add notes to the emailed order, or See Supplier Information to see the supplier's ordering notes.
4
Add the products
If you used autofill or a template, some products are already listed. To add another, select New Order Item and fill in the new row:
The supplier product to order.
How many to order, in the Size shown.
The supplier's cost for the product. If the cost isn't contracted, you can change it here, which updates the product cost.
The Tax Rate, Net, Tax and Total are shown for reference. If it's turned on for your company, On Hand shows the product's current stock on hand.
5
Check the total
Check the total in the Order Summary at the bottom, and add any Shipping charge.
The order is saved in Preparation. When you're ready, order and send it.
Entering an order after it's arrived?
If the supplier has Direct Deliveries turned on, select Delivery to skip ordering and go straight to Delivered. Enter the delivery date and invoice number, then select Confirm Delivery.
Order & Send
Send the order to your supplier by email or EDI, or mark it as ordered if you placed it another way. Either way, it moves from Preparation to Ordered.
Before you start
Open the order from Inventory Management > Supplier Orders > Orders by selecting Edit.
How are you sending the order?
By email
1
In the order, select EMAIL ORDER.
2
Check the email recipients and the order, then select Email & Order.
The order moves to Ordered and is emailed from noreply@centegraplus.com.
Fill in recipients automatically
The supplier's email address fills in if it's set in supplier setup. Your site's email address fills in if it's set in site setup.
Electronically (EDI)
EDI sends the order straight into the supplier's ordering system. It's only available for selected suppliers.
Allow time for EDI
You can only send by EDI if the order's Expected Date is at least 12 hours away. EDI orders can take up to 10 minutes to go through, so allow for that before the supplier's cut-off time.
1
In the order, select Order & Send Via EDI.
2
Check the details, then select Send Via EDI.
3
Once the request has gone through, check it was sent. Look in the EDI Request section at the bottom of the order, or use the EDI Order Status dashboard widget.
The order moves to Ordered, and is posted into the supplier's system within 10 minutes.
Some other way
If you placed the order outside Cinchio Back Office, for example by phone, mark it as ordered so other users know it's been placed.
1
In the order, select Manual Order and confirm.
The order moves from Preparation to Ordered.
Receive
Check a delivery against the order, fix any differences and receive it into stock. Do this as soon as the order arrives, so stock on hand stays accurate.
If the delivery doesn't match the order
A different quantity arrived
Enter the quantity you received in Delivered.
Something didn't arrive
Enter 0 in Delivered for that product.
Something extra arrived
If you're keeping it, add it to the order in step 3.
Differences show in reports
Any difference between what you ordered and what was delivered is available in reporting.
Steps
1
Open the order
Go to Inventory Management > Supplier Orders > Orders, find the order and select Edit.
Fill in the order details:
The supplier's invoice number.
When the order physically arrived at the site.
2
Check the products
Every product on the original order is listed:
The quantity you ordered.
Fills in with the order quantity. Change it to what actually arrived, in the Size shown.
The supplier's cost for the product. If the cost isn't contracted, you can change it here, which updates the product cost.
3
Add anything extra (optional)
If you received a product you didn't order and you're keeping it, select New Order Item at the bottom of the products and fill in the new row:
The supplier product that arrived.
The quantity received, in the Size shown.
The supplier's cost for the product. If the cost isn't contracted, you can change it here, which updates the product cost.
4
Upload the invoice (optional)
Select Upload File and fill in:
The file manager folder to save it in. Tip: set up a supplier order folder for each site.
A title for the file. We recommend the invoice number or delivery reference.
Any tags to add to the file.
Select Choose File and pick the file, or take a photo on a phone or tablet. Then select Upload.
5
Receive it
Once every delivered quantity is right, select Deliver.
The order moves to Delivered. Stock movements are created at the delivered date, adding the delivered quantities to stock on hand. If any product's cost has changed, its product cost is updated.
Search
Find supplier orders by date, supplier, state or reference.
Shown straight away
When you open Inventory Management > Supplier Orders > Orders, orders in Preparation with an order date in the future or the last 30 days are already listed.
Logged in at Head Office?
You can see orders across all sites, with an extra site picker in the filters.
Searching
Use any of these filters in the Search panel at the top, then select Search:
Orders with a date in this range, based on either:
Orders with these suppliers.
Orders currently in these states.
All or part of a PO reference.
All or part of an invoice number.
All or part of an order description.
What's shown
The supplier.
The order's current state.
The order's description.
Your internal PO reference.
The supplier's invoice reference.
When the order was placed.
When the order was received.
The order total, including any shipping. An estimate for orders in Preparation or Ordered, and the actual total once Delivered or Completed.
Roll Back
Undo a delivery so you can correct the order.
You can only roll back an order if
You have the rights
Your user role must allow it. Find out how user role rights work.
It's Delivered
A Completed order can't be rolled back.
Its period is open
If you use stock periods, the order must be in an open period.
Steps
1
Go to Inventory Management > Supplier Orders > Orders, find the order and select Edit.
2
Select Undeliver and confirm.
The order is back in Preparation and can be edited.
Delete
Remove a supplier order you no longer need.
You can only delete an order if
You have delete rights
Your user role must allow it. Find out how user role rights work.
It hasn't been delivered
The order must be in Preparation or Ordered. If it's been delivered, roll it back first.
Before you delete
Deleting is permanent, and the order can't be recovered. If the order was already sent, the supplier isn't told it's been deleted, so contact them yourself.
Steps
1
Go to Inventory Management > Supplier Orders > Orders, find the order and select Edit.
2
Select Delete and confirm.
The supplier order is deleted.
FAQs
Frequently asked questions
Can I see stock on hand in supplier orders?
Yes. If Stock On Hand Visibility is turned on for your company, each product in a supplier order shows its current stock on hand at the site, in the case size of the pack you're ordering.
Can I order non-inventory items from suppliers?
Yes. Most products you order are set up for inventory, but you can also use supplier orders for non-inventory items, or overheads, such as cleaning materials and stationery.
Troubleshooting
The product I need to order isn't listed
When you create a supplier order, you can choose these inventory products:
Supplied products
With an Enabled supplier pack linked for the supplier you've chosen.
Other products
Set up for overhead purchasing.
You can type any part of the supplier product name to search the list. If you still can't find the product, contact your company's Inventory Management administrator.
A supplier hasn't received an order email
If a supplier says they haven't received an order you sent with EMAIL ORDER, check these in order:
1
Check the order is in Ordered state.
2
Ask the supplier to check their spam or junk folder, and that the email hasn't been missed in their inbox.
3
Ask the supplier to make sure they can receive emails from noreply@centegraplus.com. They may need to add it to their allowed senders.
Still missing?
Contact the European Helpdesk or the North American Helpdesk with the order details.
Avoid it next time
Save the supplier's email address in supplier setup and your site's email address in site setup. They then fill in automatically when you email an order.