Purchase Order Quantities Explained

Overview

When using the purchasing tool to create and manage your POs and when handling your products’ received units, it’s important to know the different quantity modes and types in Sellercloud and their meaning and application. This article explains each type and when to use it.

Check out the following articles on PO creation and advanced functionalities:

• Managing POs: Basic Functions
• Managing POs: Advanced Functions

Case Quantity

Sellercloud lets you purchase products in cases and sell those products as individual units. Once a Purchase Order is received, the inventory of individual units is updated based on the Adjusted Case Quantity.

The system will automatically divide the Case Cost by units and will use that value as an item cost. To sell an item by the case or individually, you should create that case as a Kit. Alternatively, you can also add a Kit to the PO.

To allow purchasing by case, the following Client Settings must be enabled.

To configure the case settings:

1. Go to Inventory > Manage Inventory.
2. Select the appropriate product.
3. Click Toolbox and select Purchasing.
4. In the upper right, click Edit.
5. Go to the Inventory panel.
6. Expand Case Information, and enter the requested case quantity in the Qty Per Case field.
7. Navigate to the Cost panel and enter the Cost Per Case.

You can also set Qty per Case per Vendor SKU, allowing you to have separate values based on how each vendor operates. Sellercloud prioritizes the Vendor SKU Case quantities when you add new products to a PO with Case Mode enabled.

When adding items to a PO, click the Enable Case QTY option on the Items panel.

Alternatively, click Actions on the PO page and select Enable Per Case Qty.

The PO will update with the following fields: Qty Ordered – number of units ordered – Case Qty x Case Qty to Order = Qty Ordered
Case Qty Ordered— number of cases ordered, Qty/Case – number of units in each case.

Pallet Quantity

While you cannot purchase by pallet quantity, the pallet quantity of a product can be tracked on a PO. This feature works together with purchasing by the case and lets you track how many pallets were ordered and how many units there are per pallet.

1. Go to Inventory > Manage Inventory.
2. Select the appropriate product.
3. Click Toolbox and select Purchasing.
4. In the upper right, click Edit.
5. Go to the Inventory panel.
6. In the Qty Per Pallet, enter the quantity of product units per one pallet, NOT the case quantity per pallet.
7. Expand Case Information and enter the Qty Per Case.
8. Click Save.

ReOrder Quantity

The ReOrder QTY field sets a static quantity for purchasing.

To adjust the ReOrder QTY per product:

1. Go to Inventory > Manage Inventory.
2. Select the appropriate product.
3. Click Toolbox, and select Purchasing.
4. In the upper right, click Edit.
5. Go to the General panel and change the ReOrder QTY to the number of items that need to be re-ordered.
6. Save the changes.

If the quantity ordered exceeds the ReOrder QTY (and ReOrder QTY > 0), the item line on a PO will be highlighted in green to alert the user of a possible error in the purchased quantity.

Minimum Quantity for PO

Vendors may be required to purchase a minimum quantity of a particular product. This PO-related parameter will prevent the item from being added to a PO with less than the minimum quantity.

To set the product’s minimum quantity for purchasing:

1. Go to Inventory > Manage Inventory.
2. Select the appropriate product.
3. Click Toolbox, and select Purchasing.
4. In the upper right, click Edit.
5. On the General panel, set the Minimum QTY For PO.
6. Save the changes.

Quantity On Order

The Quantity On Order (quantity of unreceived POs) window shows how many units are currently on open POs. This parameter allows you to determine how many other units must be purchased. You can review the Quantity On Order either within the Predictive Purchasing page or on the product’s Purchasing page.

To view a product’s Qty on Order:

1. Go to Inventory > Manage Inventory.
2. Select the appropriate product.
3. Click Toolbox and select Purchasing.
4. Go to the Purchasing and Sales Stats panel.

Alternatively, go to Purchasing > Tools > Predictive Purchasing.

PreSell Quantity

PreSell Quantity allows you to offer products for sale even before they arrive at your warehouse. For example, let’s say you have 0 available quantity of a product and create a PO for 100 units. With this feature, you can count some or all of the units on the PO toward the product’s available inventory even before you receive them.

See PreSell Quantity for more information and step-by-step instructions.