Purchase Orders for OpenCart

Overview

Code: kv_purchase_orders · Version: 1.0.0 · Works with: OpenCart 4.x and 3.0.x

OpenCart sells stock but has no way to buy it. Purchase Orders brings purchasing into your admin: you see which products need reordering, turn suggestions into purchase orders in one click, e-mail them to your suppliers, and receive the goods into stock in one or several deliveries.

• Suppliers: e-mail and copy addresses, contact, lead time, minimum order value and payment terms. Each product can have several suppliers with their own SKU, unit cost and pack size.
• Reorder suggestions: products whose stock plus what is already on order is at or below their reorder point. The quantity fills up to the target stock, rounded up to the pack size of the cheapest supplier. Sales speed and days left put the most urgent products first.
• Purchase orders: numbers in your own format, statuses Draft, Sent, Partly received, Received and Cancelled, shipping and other costs, expected date, notes.
• To the supplier: the order in an e-mail with a secret link to a printable page.
• Receiving: enter the delivered quantities; stock goes up at once and exactly once, also when two people receive at the same time or a form is sent twice. Every receipt is logged with the stock before and after.
• Costs: the last purchase cost and a weighted average per product. With Profit Reports the cost price is updated on receipt.
• On order everywhere: "+12 on order" in the product list, the expected date on sold-out products.
• Report and CSV: value on order per supplier, overdue orders, goods received in a period, every order line as CSV.

Tested on

Limits of this version

• Stock is received at product level. Stock per option value is not changed, and options are not selectable on a line.
• Amounts are in the store currency.
• The supplier gets an e-mail and a printable page; there is no PDF attachment.

Installation

Requirements

• OpenCart 4.1.0.4 or 3.0.5.1 (tested versions, see Tested on)
• PHP 8.1 or newer, MySQL or MariaDB
• Working store e-mail for messages to suppliers (System > Settings > Mail)

OpenCart 4

1. Go to Extensions > Installer and upload kv_purchase_orders.ocmod.zip.
2. Press the green install button in the installer list.
3. Go to Extensions > Extensions, choose Modules and install Purchase Orders.
4. Open Purchase Orders in the admin menu.

OpenCart 3

1. Go to Extensions > Installer and upload kv_purchase_orders-oc3.ocmod.zip.
2. Go to Extensions > Extensions, choose Modules and install Purchase Orders.
3. Open Purchase Orders in the admin menu.

There is nothing to refresh under Modifications: the extension uses events only.

First steps

1. Add your suppliers under Suppliers, then their products with SKU, unit cost and pack size. A CSV import does both at once.
2. Set a reorder point and a target stock under Reorder rules. Only products with a rule are suggested, unless you set defaults in Settings.
3. Open Reorder, untick what you do not want, and press Create drafts.
4. Open a draft, check it, and press E-mail to supplier.
5. When the goods arrive, open the order, enter the quantities and press Receive into stock.

To try the e-mail without sending, set Messages to test mode. Messages are written to system/storage/kv_purchase_orders/mail/.

Updating

Upload the new package the same way. Your data stays.

Removing

Uninstalling the module removes its tables: suppliers, purchase orders and receipts. Export the CSV first. Stock already received stays in your products.

Configuration

Settings are in Purchase Orders > Settings.

License

Enter the key from your Kavio Labs account in Settings > License. A 14-day trial runs without a key. Without a valid license the back-in-stock note and the supplier's page are off. The admin panel and all your data keep working.

Usage

Suppliers

Suppliers lists everyone you buy from. Open a supplier to add products with their SKU, unit cost and pack size. A supplier with purchase orders cannot be deleted: it is disabled, so old orders keep its name.

Reorder rules

Each product has a reorder point and a target stock. They save when you leave the field. Import them by CSV with the columns product_id or model, and any of reorder_point, target_stock, supplier, supplier_sku, unit_cost, pack_qty. A new supplier name creates the supplier.

Reorder

A product is suggested when stock + on order is at or below its reorder point. Only products with stock subtraction switched on are looked at.

• Order: what is needed to reach the target stock, rounded up to full packs.
• Supplier: the cheapest active supplier of the product. A product without a supplier cannot be ticked.
• Sold per day and Days left: from the sales speed setting. The list starts with what runs out first.

Create drafts makes one draft per supplier.

Purchase orders

A draft can be changed: add products with the search box, edit quantities and costs, set the expected date, shipping, other costs and a note. A warning appears below the supplier's minimum order.

• E-mail to supplier sends the order with a secret link and sets it to Sent.
• Mark as sent is for orders placed by phone or in a supplier's portal.
• Print opens a clean page.
• Cancel order works until goods have been received.

Receiving

Open a sent order, enter what arrived, and press Receive into stock. You can receive as often as needed. The order becomes Partly received, then Received.

You cannot receive more than is open on a line. A form sent twice counts once, and when two people receive at the same time, the second is refused if it would go over the order.

Close, the rest will not come ends a partly received order: the open quantity stops counting as on order.

Stock already in OpenCart is not touched otherwise. Correct a wrong receipt by editing the product's quantity.

Costs

On each receipt the extension keeps the last cost and a weighted average of stock and new goods. Shipping and other costs of the order are not spread over the units.

Report

Value on order per supplier, overdue purchase orders and goods received in a period. Export CSV on the Purchase orders page gives one row per order line.

FAQ

Does it change my stock by itself?

Only when you press Receive into stock.

Why is a product not suggested?

It needs a reorder point, either its own or a default in Settings, stock subtraction switched on, and it must be enabled. What is already on order counts as stock.

Can several suppliers sell the same product?

Yes. The suggestion uses the cheapest active one. On a draft you can order from whichever supplier you opened it for.

Does the supplier need an account?

No. They get an e-mail and a secret link to a printable page.

Can I use another currency for a supplier?

Not in this version. Amounts are in the store currency.

Does it handle stock per option?

Not in this version. Receiving changes the product's quantity only.

What do customers see?

On a sold-out product with an open purchase order and an expected date: "Expected back in stock on ...". Switch it off in Settings.

Does it work with Profit Reports?

Yes. A receipt updates the cost price there with the weighted average. Orders already placed keep their frozen cost.

Can I undo a receipt?

No. Receipts stay as a record. Correct the product's quantity by hand.