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Order and receive parts

KALEA suggests the parts to order, prepares the order per supplier, then follows it through to receipt, which puts the parts back in stock.

  1. Step 1 : Open the suggestions

    In “Stock & Service”, open the “Orders” tab. The “Suggested purchase order” block lists the parts to order, grouped by supplier, with their urgency (“Urgent”, “Due soon”, “To plan”).

  2. Step 2 : Adjust the calculation if needed

    “Plan ahead (days)”, “Outflow rate observed over (days)” and “Safety margin (days)” adjust the suggestions. Each quantity stays editable, and a box lets you leave a part out of the order.

  3. Step 3 : Prepare the order

    For a supplier, tap “Prepare the order”. Check the quantities, the “Requested delivery” and the “Delivery address”.

  4. Step 4 : Save or send

    “Save the order” keeps it as a draft in KALEA. “Print / PDF”, “Copy” and “Send by email” prepare the document: on a phone, a message opens; on a computer, KALEA downloads a draft to open by double-click in your mail program, with the order attached as a PDF.

  5. Step 5 : Follow the order

    In “Supplier orders”, tap “Open” on the order, then “Mark as sent” once it has gone.

  6. Step 6 : Receive the delivery

    Tap “Receive”. Choose the “Receiving warehouse”, enter what really arrived (quantity and price), then click “Confirm receipt”. The parts go into stock.

Good to know

  • Order statuses: “Draft”, “Sent”, “Partial”, “Received”, “Cancelled”. A partial delivery leaves the order as “Partial”; “Close (balance dropped)” drops the remainder.
  • The price entered at receipt feeds the average cost of stock.
  • Quantities already on order are deducted from the suggestions: a part already ordered is suggested again only if what is still to be received does not cover the need.
  • Saving the order requires the supplier to have a record: see create a supplier record.
  • Access: the Administrator, the Director and the “Purchasing rights” level manage orders; receipt is also open to the “Management access” level.

A question?

Can't find the answer? In the app, open “Help & support” and write to us: the team replies in the same screen. You can also email support@kalea.pro.