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Stock release on purchase orders

Use stock release on a purchase order to call off stock held at a supplier without booking it into your Zigaflow inventory a second time.

Situation

-You have already purchased stock, but it is held by one of your suppliers.

-It is shown in Zigaflow's inventory.

-You need to issue a purchase order to either call it off on its own or with an additional process or item.

This shows you how to use the "Stock Release" functionality to prevent this stock from being booked into your inventory a second time.
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Stock Release Instructions

1. The pens are considered to be in stock at the location "Smiths Supplies Ltd". This is simply a stock location named after the supplier. The location and supplier are not linked in the system.

Stock by Location screen filtered to Banana-Pen-Blue, with the supplier-named location highlighted in the first stock row

2. In this example, there are two items on the Job/Sales Order, 5x pens and 5x printing of logos onto the pens.
Allocate stock against this order with the "Allocate" button

Job items table with Banana-Pen-Blue and Print Logo rows, with the Allocate button in the Alloc. Stock column highlighted

3. Find the stock at the supplier's

Allocate/Reserve from Stock window with the supplier's stock location highlighted in the Location column

4. Click "Allocate"

Allocate/Reserve from Stock dialog with 5.0000 entered for the first location and its Allocate button highlighted

5. Close the form

Allocate/Reserve from Stock dialog listing stock locations, with the close (X) button highlighted in the top-right corner

6. Create the Purchase Order

Record toolbar with the Create Purchase Order button highlighted, next to Create Invoice and Create RFQ

7. Select the supplier and click on "Create Purchase Orders"

Purchase order creation options with a supplier selected and the Create Purchase Orders button highlighted above the items table

8. Select the required pre-build

Create Purchase Orders dropdown open with pre-build options, Standard highlighted under From a Pre-Build

9. Click on the menu of the item that is held in stock and the supplier

Purchase order items table with the Menu button highlighted on the Banana-Pen-Blue stock item row

10. Click "Mark Stock-Release" - this will prevent it being booked into stock again

Item actions menu on a purchase order Items tab with the Mark Stock-Release option highlighted below Links & Associations

11. The item is now marked with "Stock-Release"

Purchase order line items table with the orange Stock-Release tag highlighted under the Banana-Pen-Blue item description

12. When the order has been dispatched from supplier to the customer, or received at your warehouse, click on the "Receive" button

Purchase order action buttons with the green Receive button highlighted, below Save Changes and beside New Supplier Invoice

13. Set the location to the suppliers stock location - this will not be automatically populated by the system.

Receive items table with the Location dropdown searched and the supplier's stock location option highlighted to select

14. Click "Set Items to be Received"

Receive items screen with the Set Items to be Received button highlighted above the stock items table on a purchase order

15. Click "Receive/Book in Stock"

Edit Supplier Delivery Note with the Receive/Book in Stock button highlighted and a notice that items are not yet booked

16. Close the form

Purchase order receiving form with the orange close (X) button highlighted in the top right, above Upload Supplier Delivery Note

17. At this point, you can create the delivery note from the Job/Order, or direct from the Purchase Order (which will still create the link through the Job/Sales Order). To create it from the Purchase Order, click "Create Delivery Note"

Purchase Order action buttons with the Create Delivery Note dropdown highlighted, below Save Changes and New Supplier Invoice

18. Select the Delivery Note pre-build

Purchase order Create Delivery Note dropdown open with the "Standard" pre-build highlighted above "US Customs

19. The stock allocation will be pulled over from the Job/Order

Purchase order item lines with the Picked From column highlighted, showing 5 units of stock allocated from the Job/Order

20. When you are ready to book the items out of stock, on the Delivery Note click on the status button

Delivery Note screen with the Draft status button highlighted at top right, below Back to Delivery Notes

21. Click "Picked" or "Delivered" or whatever you have renamed the two statuses that book items out of stock to.

Delivery note Draft status menu open under Change Status To, with the Delivered option highlighted below Picked

22. The process is now completed with the stock booked out

23. Check the stock movements by clicking on this icon

Delivery note screen with the document search icon dropdown highlighted in the top toolbar, used to check stock movements

24. Click "Stock Log"

Logs & Exports submenu open from the profile menu, with Stock Log highlighted among options like Automation Log and Stock Valuation

25. The quantity added from the Purchase Order is 0 as it is a stock release, but the delivery note has released the allocation on the Job/Order and deducted the items from stock

Stock Log with two rows highlighted: a Delivery Note deducting 5 items and a Purchase Order stock release adding 0

Learn more: purchase orders in Zigaflow

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