Streamline Your Purchase Orders and Invoices for Planning Effortlessly

Purchase orders and invoices for Planning

hello and welcome to some echo orders an invoicing template this tool mainly shows your monthly inventory need and help some planning your sales by adjusting monthly inventory coverage depending on your forecasts it is constructed of eight parts these are customers master data planning purchase orders sales orders delivery product report and lastly charts and reports so let's start with the customers this section is the place where you save and record all of your customers and their details all you have to do is complete the blank white cells with the customer details and later on safe however if you do have a customer database all you have to do is press the button load customers to unlock the database and later on go to your customer database copy it and paste it as values and later on Save Changes however if there are also some new customers that you have to type in manually all you have to do is complete the blank white cells and later on press the bottom safe so let's say once you save it the database is going to order it alphabetically ing to the customer name column once you're done with your data please press Save Changes to be able to edit your company data press edit type down your company name your address and later on your logo those informations will be used to create dynamic invoices in the upcoming sheet ups once you're done press save now we may carry on with a master data this section is the place where you use it as a product database put down there category their description and other details later on save ABC class stands for one two and three months of inventory coverage of that product ingly choose the right class ing to your views like in the other sheet if you do have a product database press load products and if you do also have the forecasts please press edit forecast later on go to your data copy it and paste it as values if you do need to add a new product manually let's say so let's make this be so we will always be prepared to have a two months of inventory coverage later on save you may edit the first month from the data validation in here once you choose the other months are going to change dynamically so for the cherry Queen let's say for the first month we think that we were able to sell to hundreds of units a later on we presume that it is going to increase 50 for each month once you're done with your forecasts Save Changes later on save products the red arrows and this and other sections will help you to go easily to the direction which they point you may also see the amount of sq use on the top now we may carry on with the planning table you may check the monthly coverage inventory forecast sales an error percentage of each product coverage stands for the monthly inventory coverage depending on your class choice it shows you when to order how much of products from suppliers error stands for the percentage gap between the actual sales and your forecasts the greater the gap the bigger the error percent if there is a specific product you're looking for choose it from the drop down menu and press the button go now we may carry on with the purchase order to be able to sell your products first you must have enough inventory to be able to tell the template that there are enough products to sell in put your purchase orders to the necessary columns if you have some maker supply an inventory template you may copy the values there press import data button and later on face the values of the purchase order from saw maker supply an inventory template or you may type manually on the menthe part-time the last day of the month be careful to keep the codes same with the master data codes let's say that we will be buying cherry Queen and the code is d 1049 so d 1049 and it's in drinks category let's say we bought two thousands of units units and let's say it is received if the purchase orders the status column is active it means that the purchase order hasn't been closed yet you can hold your purchase orders like that once you're done with your purchase orders press save data now we may carry on with the sales orders select the customer that you're going to sell your product and press set new order choose the product that you're going to sell type in the quantity and discount if you're going to apply any so you may add multiple products in this section and once you're done press save order if your sales order number exceeds your inventory number your sales order status will be pending instead of invoiced and it is going to be a back order this situation will continue like that until you purchase sufficient amount of that product from the purchase order section once you're done your sales order will be displayed in the end of your sales order database now we may carry on with the delivery when you would like to release your delivery select your seller sales order from the drop down button you may check your sales order number from the sales order section choose the cells or the number and press find sales order button it is going to bring the product properties such as the sales order quantity an inventory if you notice that there are some mistakes or discrepancies in the quantity press edit sales order once you press the table will allow you to change the quantity and the discount if the product is mistyped press delete sales order button and create a new sales order so let's say we were going to sell 300 instead of 200 just input the new number and press Enter let's assume that we weren't going to apply any discount on bacon pizza and cherry queen so delete these numbers and then Save Changes if you need to apply a credit note you may input the amount in here press confirm and once you confirm you'll be able to see the amount of credit note in here if your inventory level still doesn't match your sales order number yet you release it the template will only allow to generate cash from the existing inventory and save the rest of the sales order number as back order which you might display in the chart section to be able to display an invoice you have created before select customer from here confirm customer and select the relevant Emo's number from the drop-down menu bottom a later on press file invoice if you would like to get a clean PDF version of the invoice you created press sunny moist PDF button and this button will save the invoice into your computer now we may carry on with the product report this section shows you the product details of a choosen product from the drop-down menu button on the top choose the product and chart starting date once you do it you will be able to see the planning scenario for the product Showzen the inventory forecasts planned orders the inventory coverage and the actual cells are starting from that month you will be also able to see the sales and inventory reports so you remember the time when we didn't have any inventory for bacon pizza and Apple tea yet we release the delivery however it didn't generate in the invoice but it saved it as back orders so we had enough inventory for cherry Queen and we solved them and we generated three thousands of dollars however we didn't have any inventory for bacon pizza and Apple tea so these are the back orders and the revenue generated from the back orders and in this section it shows the required classification in this case we chose B for cherry Queen but ing to our forecasts and planning the template is telling us cherry Queen to be better a c-class and lastly charts and reports this section shows you the category properties of your cells back orders and new customers in the example we have done together we haven't sold any other categories except the cherry queen and its category was drink in here you can see the salt quantities the cumulative forecast the error the total sales and the gross margin in dollars you may see the charts are designed for category and for monthly you may see the sales quantity versus forecast by category in here select the category and then display the results ing to the columns you will be able to see the chart right in the left side of the template you may also set the beginning date of the chart in this section you may see the properties of your back orders in this September case you remember the back orders that we released the delivery although there were no inventory so the properties the numbers or the figures were displaying in here as their property and also in here we can see the total amount for back orders in a chart month by month and in this section we were able to display the customers in terms of their volume trade in this case we only had one customer so we display only one big line in this chart so let's say that we will generate another new order to the senior incorporated set new order cheesecake 200 and then with no discount we're saving the order we're able to see it in the last row the invoice number is 1001 - 90 let's say there is no credit note and let's say release delivery once you release the delivery the template is going to update itself automatically and you will be able to see the result in here and also in here as well thanks for watching and don't forget to check our other templates at .thermocalc.com