Setting up Recurring Purchase Orders

Before you begin

You will need:

- Kounta Purchase enabled from Back Office - with an Advanced Kounta Purchase plan

- Have your suppliers added in Kounta

- Follow along with the guides linked above before proceeding to the next steps 😉

 

Create and schedule recurring order 

1. Launch Kounta Purchase from the Back Office

2. From the side menu on the left, select Recurring orders - then select New recurring order

3. Select a supplier from your list of added suppliers.

4. Select a category to see the assigned products to the supplier. You can also use the search bar to look for any category or product.

5. You can now enter the quantity of the stock you would need to order. Below, you will see a description of the other fields you can tweak.

Stock & Par - Below each item, you will see your stock level and par level. Your stock level is updated based on your inventory settings. As for the Par level, you need to first set up your par level for a number to appear here. A dash will appear if this is not set.

Order Number - Kounta generates this automatically.

Delivery Date - The default date here will be tomorrow. 

Delivery Note - Here's where you can jot down more specifications about your order.

Order Note (below product line) - In the image above, there’s an order note saying “inside their boxes” - this was added by selecting the product and entering this on the Note field. 

 

6. If you would like to review the PDF of this purchase order, select the menu icon (three dots) on the upper right corner of the screen. Then, select View as PDF

Note - Make sure to complete your supplier’s details and your own business details so that the fields auto-populate on the pdf.

7. Once you are happy with your recurring order, select Schedule on the lower right side of the page where you are editing the order.

8. You will then be taken to this page where you can enter the following details about your recurring order:

Email to - use this field to enter the email/s to which the recurring order will be sent.
Note - the site owner is automatically included as a recipient of the order.

Name of order - choose a name to easily recognise this recurring order in the future.

Repeat on - choose the day/s of the weeks when this recurring order will be sent.

Send order at - choose a time when the order will be sent.

Starts on - choose a starting date for this recurring order.

Repeat every - choose the frequency by which the order will be sent on the selected day of the week. Could be weekly; or every 2, 3, or 4 weeks.

Note - You will be reminded one hour before an automatic order is sent.

8. Select Review order

9. Make sure everything is all set - then select Save

The recurring order is created!

 

You can edit the Recurring order template completely from the Recurring orders page. After you have finalised the recurring order, you can adjust the drafts it will generate from the Purchase orders page.

 

Note - The draft from a recurring order template generates at 1:00AM on the morning of the it will be sent to the supplier. As long as the order is a “draft” and not yet “placed”, you can edit it.

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