- (VIDEO) Creating administration and location
- (VIDEO) Creating debtors
- (VIDEO) Creating shop users
- Assigning Seat and Place Numbers (Via EKT)
- Automatic redistribution from location to location to debtor upon sale
- Creating a Shop User (Webshop)
- Creating contact persons
- Creating Sub Shop Users
- How to Create a Debtor in Easyflor
- How to Create a Purchase Debtor in Easyflor
- Link Debtors to Employees
- Order Days
- Setting up administration and location
- Setting up cancellation time
- Setting Up Invoice Numbers
How to Create a Purchase Debtor in Easyflor
How to Create a Purchase Debtor in Easyflor
What Is a Purchase Debtor?
A purchase debtor is a special "dummy customer" in the system that you use to purchase products and put them directly into your stock. It's not a real customer, but a trick to let purchasing run through the order system.
Why Use a Purchase Debtor?
- Easy purchasing: You can purchase through the normal order system
- Automatic to stock: Products go directly into your inventory
- Overview: You can 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 buy flowers for the Amsterdam location → Create "Amsterdam Purchase"
- You want to order extra stock for the Rotterdam location → Create "Rotterdam Purchase"
- You're purchasing products that don't come through the normal purchasing channels
Part 1: Setting Up a Purchase Debtor
Step 1: Create a New Debtor
- Click on the "Organisation" tile
- Click on "Debtors"
- Click on "+New"
Step 2: Fill In the Basic Details
- Fill in the details as you would normally create a debtor
- Administration: Select "Waste"
- This is a special administration for this type of "dummy debtor"
- Debtor name: Use the name of the location + 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
- Select the debtor you just created
- Click on "Configuration"
- Click on "Distribution"
- Under "Resell": select the location where the purchased products should go
- This is the location where the stock should end up
- Click "Apply"
Example:
- You create "Amsterdam Purchase" → Select location "Amsterdam"
- All products you "order" will now go into Amsterdam's inventory
WARNING: Only use this option when placing orders on fictitious, internal lists. Using this function with orders through a VMP will result in duplicate stock. You'll see the product twice because:
- An order is placed through a VMP.
- The distribution to this debtor is made available at the chosen location.
Part 2: Using the Purchase Debtor
When Do You Use This?
Every time you want to purchase products and put them directly into your stock.
Step 1: Go to Orders
- Click on the "Orders" tile
- 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 a day earlier
Why? This makes the product immediately available in your stock.
Step 3: Select Your Purchase List
Option A: You already have a purchase list group
- Click on "Orders"
- Click on "+List groups"
- Select your purchase list group
- Continue to step 4
Option B: You don't have a purchase list group yet
- Click on "Go to Lists"
- Select the purchase list
- Continue to step 4
Step 4: Select and Order the Product
- Find the product you want to purchase
- Fill in the desired quantity
- Fill in any other details (such as price)
- Click "Apply"
Step 5: Done!
The product is now in your stock 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" through 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
- That 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 organised
Tip 3: Administration "Waste"
- Always use the "Waste" administration for purchase debtors
- This prevents these "dummy customers" from appearing among your real customers
Tip 4: Check the Stock
- After "ordering," always check whether the product is in the correct inventory
- This way you know everything went well
Tip 5: Watch the Day!
- Always choose a day before today
- Otherwise the product won't be available immediately
Common Mistakes
Mistake 1: Wrong Administration Selected
- Always use "Waste" as the administration
- Not your normal administration!
Mistake 2: Wrong Location Linked
- Carefully check at "Resell" that you've selected the correct location
- Otherwise the product ends up in the wrong place!
Mistake 3: Wrong Day Selected
- Choose a day before today (usually yesterday)
- Otherwise the product won't be immediately available
Mistake 4: Unclear Name
- Don't just call 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: Waste
- 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 Go to Lists)
- Select purchase list
- Select product and fill in details
- Apply
- Check whether the product is in stock!
Do you have questions or need help? Feel free to contact us by phone at +31 (0)71 30 20 310 or send an email to support@easyflor.nl.