Purchase and sales orders

• A purchase order is what you order from a supplier. When the delivery arrives, you receive it and the stock goes up at the branch.
• A sales order is what you sell to a client. When you confirm it, the stock goes down and the client gets a draft invoice.

To set up products, services and suppliers first, see Products and stock and Suppliers.

Before you start

• The Products & Services module must be on. See Modules.
• In the sidebar, open Sales & Billing → Products & Services, then Purchase orders or Sales orders.
• Owners and Admins can create and change orders. Members can only view them. At the moment no custom-role permission lets other staff create or change orders.
• Products with Track stock off can still be ordered, received and sold. Their stock just doesn't change. See Products and stock.

Purchase order statuses

MediSync moves an order to Partially received and Received by itself as you record deliveries.

Create a purchase order

1. Go to Products & Services → Purchase orders.
2. Click New purchase order.
3. Choose the Supplier. Only active suppliers are listed.
4. Choose Deliver to branch. Received stock is added to this branch. You only see this field when your clinic uses the Branches add-on; otherwise the order goes to your main branch.
5. Optional: enter Expected delivery and Notes.
6. Check the Currency. It starts at your clinic's base currency. The list shows the base currency and the currencies turned on in Organization setup.
7. Click Create draft. The order's page opens.

The order gets a number such as PO-YOURCLINIC-0001.

Add items

While the order is Draft:

1. Under Add an item, choose the Product.
2. Enter the quantity in Ordered and the Unit cost.
3. Click Add item.

Repeat for each product. To change an item, click Edit on its row, change the quantity or cost, and click Save. Click Remove to take it off the order.

Send the order

Click Send to supplier. The order must have at least one item.

The order moves to Sent and its items are locked. MediSync does not email the supplier: send them the order yourself.

Receive a delivery

You receive each item separately. A delivery can be partial.

1. Open the order. It must be Sent or Partially received.
2. On the item that arrived, click Receive.
3. In Quantity received, enter how many arrived. It starts at the full outstanding quantity. Enter less for a partial delivery: the rest stays open.
4. If the delivery has a lot number and expiry date, tick This delivery has a lot number and expiry date. Then enter the Lot number and Expires on date. You need both.
5. Click Record receipt.

MediSync then:

• Adds the quantity to stock at the order's branch, as a Receive movement. Skipped for a product with Track stock off.
• Opens or tops up a batch if you entered a lot number. You see it on Expiry / Batches. Skipped for a product with Track stock off.
• Records the unit cost in the product's Supplier price comparison.
• Updates the Received column and the order's status.

You can't receive more than you ordered. For extra items, record an Adjustment on the Stock page.

Cancel a purchase order

Click Cancel order and confirm. You can only cancel a Draft or Sent order. Once a delivery has been received, the order can't be cancelled.

There is no way to close a Partially received order if the rest never arrives. It stays Partially received.

Supplier balances

Products & Services → Supplier Balances shows, for each active supplier, what you were Billed, what you Paid and what is Owed.

To record a payment, open the supplier and click Record payment. Enter the Amount and the Payment method, then click Record payment.

Receiving a delivery does not create a supplier bill, and there is no screen to enter supplier bills yet. So Billed only shows bills added outside these screens.

Sales order statuses

Refunded appears in the status filter, but MediSync can't refund a sales order yet.

Create a sales order

1. Go to Products & Services → Sales orders.
2. Click New sales order.
3. Choose the Branch the items come from. You only see this field when your clinic uses the Branches add-on.
4. Check the Currency. It starts at your clinic's base currency.
5. Choose the Client. For a walk-in, leave Client empty and enter the Customer name and, if you want, the Customer email. A walk-in order can't be confirmed, because the invoice needs a client. Register the person as a client first if you want to bill them.
6. Under Add an item, choose a product or service, check the Qty and the unit price, and click Add item. The unit price starts at the catalogue price. Repeat for each item.
7. Click Create draft. The order's page opens.

You can't add or change items after you create the order. To fix a mistake, remove the row before you click Create draft, or cancel the draft and create a new one.

Tax is added per item, from the product's or service's Tax rate (%) when it is Taxable. If an item's tax rate is empty, it uses the default tax rate from your invoice settings, the same as on a client invoice.

Each item must be priced in the order's currency. An item priced in another currency can't be added.

You can also create a draft sales order from an accepted quote. See Converting to a sales order.

Confirm a sales order

1. Open the Draft order.
2. Click Confirm order.

When you confirm, MediSync does these in one step:

• Takes each product with Track stock on out of stock at the order's branch, as a Sale movement. For products with batches, it takes stock from the batch that expires first. Services and products with Track stock off don't change stock.
• Creates a Draft client invoice for the order's client, with the order's items, prices and currency. The Invoice field on the order links to it. Issue it and take payment from Invoices, the same as any other client invoice. See Client invoices.

If one item fails, nothing changes and the order stays Draft.

Mark a sales order fulfilled

When the client has the items, open the Confirmed order and click Mark fulfilled. This only records that the order is done. It doesn't change stock or billing.

Cancel a sales order

1. Open a Draft or Confirmed order.
2. Click Cancel order and confirm.

• Cancelling a Draft changes nothing else.
• Cancelling a Confirmed order puts the stock back, as a Return movement, and deletes the order's draft invoice. Only that order's invoice is touched.
• Once the order's invoice has been issued, you can't cancel the order. Void or refund the invoice from Invoices first.

A Fulfilled order can't be cancelled.

Find orders

Both lists have a search box, Filters (status, branch, dates, and supplier for purchase orders) and Export. Click a row's actions menu and View to open an order.

Common problems

"Choose a client for this order before confirming it — the invoice is issued to the client." The order is a walk-in. The invoice needs a client, so cancel the draft and create the order again with a Client.

"Not enough stock on hand at this branch." The branch has less stock than the order needs. Receive a delivery or correct the stock first.

"This sale can't be completed because the available stock for this product has expired. …" The only stock left is in expired batches. MediSync doesn't sell expired stock. Write off the expired batch on Expiry / Batches.

"This order's invoice has already been issued. Void or refund it from Invoices first." The order's invoice is no longer a draft. Void or refund it under Invoices, then cancel the order.

"Could not send the order. Add at least one item first." Add an item, then click Send to supplier again.

"Could not cancel the order. Orders that already received stock cannot be cancelled." Part of the order was received. To send goods back to the supplier, record an Adjustment with Remove from stock on the Stock page.

I can't change the items on a sent purchase order. Items are locked once you send. Cancel the order and create a new one, if nothing has been received yet.

I can't find a product or service in the picker. Pickers only list active items. Unarchive the item first.