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

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

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 stock should end up
5. 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:

1. An order is placed through a VMP.
2. 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

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 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

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 "Go 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 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!