Buying Office
Shopping List
The Shopping List screen enables you to select items for inclusion in your "Shopping List", a means of manually purchasing anything that is on your Resources file.
To enter an item onto the list, use the Merlin Navigator to select the appropriate Resource record, then click the Edit button. The only editable field on this tab is the Quantity for Shopping List box, and you key- in the number required, or use the spinner. Click Save to record the entry, or Revert to back out.
However, on the Supplier Message tab you will find an edit box where you can enter a message, instructions, special terms, or anything else. This message will be printed on the Purchase Order for the supplier of the item in question. There is also a checkbox where you can choose for this message to be on-time-only (it will be deleted automatically after the Purchase Orders have been printed), or permanent (box not checked) in which case it will be printed on every Purchase Order raised for that supplier, until such time as you amend or delete the message.
Items entered onto the Shopping List will remain there until you manually remove them (by resetting the quantity to zero), or generate the Purchase Orders. To do the latter, click the Print button.
When you do this, a dialogue box will appear giving you the choice to LIST, PURCHASE or EXIT the screen.
LIST will print a listing of all the items on your Shopping List (a proposed purchase listing), grouped by supplier and totalled for value. You can also view the list on the Shopping List tab.
PURCHASE will generate the Purchase Orders and, when you have confirmed that they have printed satisfactorily, automatically reset all of the Shopping List Quantities to zero.
The SWITCH SUPPLIER button (inactive when you are in Edit mode) invokes a dialogue box which enables you to switch the Default Supplier and/or the Next Order Supplier (please see more on Resource Record Cards) against those on your Supplier list.
Please note that from this screen you cannot enter a completely new supplier to your supplier list - you must use the Resource Record Card for this.