How do you create a purchase debtor in Easyflor?

What is a purchase debtor?

A purchase debtor is a special "fake customer" in the system that you use to purchase products and put them directly into your inventory. It's not actually a real customer, but a trick to run purchases through the order system.

Why use a purchase debtor?

• Easy purchasing: You can purchase through the normal order system
• Automatically to inventory: Products go directly into your inventory
• Overview: You see all purchases in one place
• For specific locations: You can create a purchase debtor per location
• No extra systems: You just use the existing tools in Easyflor

When do you use this?

Examples:

• You want to purchase flowers for the Amsterdam location → Create "Amsterdam Purchase"
• You want to order extra inventory for the Rotterdam location → Create "Rotterdam Purchase"
• You purchase products that don't come through normal purchasing channels

Part 1: Setting up a purchase debtor

Step 1: Create a new debtor

1. Click on the "Organisation" tile
2. Click on "Debtors"
3. Click on "+New"

Step 2: Fill in the basic information

• Fill in the details as you would normally create a debtor
• Administration: Select "Discard"
  • This is a special administration for these types of "fake debtors"
• Name of the debtor: Use the location name + the word "Purchase"

Examples of names:

• "Amsterdam Purchase"
• "Rotterdam Purchase"
• "Warehouse Purchase"
• "Location 1 Purchase"

Step 3: Save the debtor

Click "Save"

Step 4: Set the sales location

1. Select the debtor you just created
2. Click on "Configuration"
3. Click on "Distribution"
4. Under "Resell": select the location where the purchased products should go
   • This is the location where the inventory should go
5. Click "Apply"

Example:

• You create "Amsterdam Purchase" → Select location "Amsterdam"
• All products you "order" will now go into Amsterdam's inventory

Part 2: Using the purchase debtor

When do you use this?

Every time you want to purchase products and put them directly into your inventory.

Step 1: Go to orders

1. Click on the "Orders" tile
2. Select the purchase debtor you created (for example "Amsterdam Purchase")

Step 2: Choose the right day

• Choose the day before today
  • This usually means "yesterday" or an earlier day

Why? This way the product becomes immediately available in your inventory.

Step 3: Select your purchase list

Option A: You already have a purchase list group

1. Click on "Orders"
2. Click on "+List groups"
3. Select your purchase list group
4. Continue to step 4

Option B: You don't have a purchase list group yet

1. Click on "To Lists"
2. Select the purchase list
3. Continue to step 4

Step 4: Select and order the product

1. Find the product you want to purchase
2. Fill in the desired quantity
3. Fill in any other details (such as price)
4. Click "Apply"

Step 5: Done!

The product is now in your inventory at the chosen location! 🎉

Visual overview of the process

STEP 1: Create purchase debtor
         ↓
STEP 2: Link to location (for example "Amsterdam")
         ↓
STEP 3: Create an "order" via this purchase debtor
         ↓
STEP 4: Product automatically goes into Amsterdam's inventory

Important tips

Tip 1: Use clear names

• Always name the purchase debtor: [Location name] Purchase
• This way you immediately know what this debtor is for

Tip 2: One purchase debtor per location

• Create a separate purchase debtor for each location
• This keeps everything organized

Tip 3: Administration "Discard"

• Always use the "Discard" administration for purchase debtors
• This prevents these "fake customers" from appearing among your real customers

Tip 4: Check the inventory

• Always check after "ordering" whether the product is in the correct inventory
• This way you know for sure everything went well

Tip 5: Pay attention to the day!

• Always choose a day before today
• Otherwise the product won't be immediately available

Common mistakes

Mistake 1: Wrong administration chosen

• Always use "Discard" as administration
• Not your normal administration!

Mistake 2: Wrong location linked

• Check carefully under "Resell" that you have selected the correct location
• Otherwise the product ends up in the wrong place!

Mistake 3: Day chosen incorrectly

• Choose a day before today (usually yesterday)
• Otherwise the product is not immediately available

Mistake 4: Unclear name

• Don't just name it "Purchase", but "Amsterdam Purchase"
• Otherwise you won't know later which location it's for

Summary: Quick checklist

Setting up (do this once):

• Organisation → Debtors → +New
• Administration: Discard
• Name: [Location] Purchase (for example "Amsterdam Purchase")
• Save
• Configuration → Distribution → Resell: select location
• Apply

Using (do this every time you purchase):

• Orders → Select purchase debtor
• Choose day before today
• Orders → +List groups (or To Lists)
• Select purchase list
• Select product and fill in
• Apply
• Check if product is in inventory!

Now you can easily purchase through Easyflor! 📦