To realize the full capabilities of CorporateStack, an organizational setup is required; the setup is only available to be done by administrative users. To get started we would first need to create Products, Suppliers, and Warehouses (If required) to be able to begin issuing Purchase Requests and Purchase Orders.

Product categories must be created first by hovering over Purchasing > Products > Product Categories.

Click on the “Product Categories” button.

Creating categories is an essential step because when we create products, we will have to specify which category it belongs to.

One can easily create a product category by adding a product category name, sales account, purchase account, and costing account and selecting the appropriate costing method. Then click on the “Save” button.

Each category can be further classified into sub-categories using the “Sub-Categories” button found on the right most of the category.

Type the sub-category name in the space below and click save.

Note: to delete a sub-category, click on the button highlighted in green.

A category can also be either edited or deleted.

In case of an edit, the category appears at the top of the screen, so any updates can be made. For example, changing the sales account, purchase account, costing account, or costing method.

To delete a category, click on the delete button. A pop-up message will appear on the top of the window.

Product price list

In order to create special price list for special customers you can access product life list from purchasing>>products>>product price list

There are two methods to add entries

Method one :

By clicking import price list will direct the user to the window where he can download price template ,fill it with business entries then click upload template and finally click the button import

Method two :

Click the button new custom price fill the missing data then click save to appear in the product price list page

You can search among the lists using the filters in the top of product price list page .additionally, user can delete or edit specific price list from the settings icon on the right of any product list .

Creating Products

The feature of creating/uploading products on the system is used to gather all of a business’s products in a single database so that one can easily create purchase requests, purchase orders, and sales orders on these products.

To access the products, hover over Purchasing > Products > New Product. Follow the figure below for a more precise visualization.

We have two different methods to upload products to the system. The first method is using the “New Product” button, as shown above in the figure. After clicking this button, the below window will appear.

Method One

Fill in the fields with the required information of a product, such as the product name, product number, category, and unit. All fields with an asterisk (*) must be filled as they are the mandatory fields. However, the rest of the fields are optional such as the long description, short description, taxable code, tax type, etc.

Note: As previously mentioned, when creating a product, you can specify to which category this product belongs through a field named “Category,” as seen in the figure below.

The “More Details” tab includes more details of a product. For example, you can include an image URL, product URL, and product weight for the product being created. Moreover, if a product has several colors, you can add them through the “Colors” field. Furthermore, you can attach a product photo through the “Product Photo” button.

Note: Fields with (*) are mandatory.

Inventory type has two options: “Non-Stock” or “Maintain Stock.” The “Non-Stock” option is used for products that act as services and are not stored in stock or warehouse. However, the “Maintain Stock” is for products that require being stored in a warehouse.

You can also specify whether the product being created is for selling only, buying only, or both (Buy&Sell).

Method two

The second method is by downloading an excel template provided by the system. One must download the template, fill it in with the information needed, and upload it to the system. To access the products-excel template, hover over Purchasing > Products > Products List.

After clicking on the “Products List” button, the below window will appear. Click “Import Products.”

Then, click “Download Product Template.” The below figure is part of the Products-Excel sheet provided by the system. Fill the template with all the information needed.

Upload the file using the “Upload Template” button and finally click “Import.”

The feature of creating/uploading suppliers on the system is used to gather all of a business’s suppliers in a single database so one can quickly contact a supplier, issue purchase orders, and link products to specific suppliers.

There are two methods to create a supplier.

Method one

To create a new supplier, hover over Purchasing > Suppliers > New Supplier.

Click on the “New Supplier” button.

Specify firstly if the supplier is a company or an individual. If the supplier is a company, information about a contact person is a must.

Then, fill in the fields with the required information of a supplier, such as a supplier name, country, city, address, and telephone number. All fields with an asterisk (*) must be filled as they are the mandatory fields. However, the rest of the fields are optional such as alternative name, religion, etc.

When creating a supplier, fill in all the mandatory fields in all tabs.

In the case of a company supplier, fill in the contact person information such as the first name, phone number, and email.

As for the financial details, specify the supplier’s tax option, account, tax registration number, payment terms, etc. You can also include further bank details in the space provided.

The “Documents” tab allows you to add documents related to the supplier.

Specify the document type, name/number, and expiry date, or upload the document through the “Upload Document” button and click “+Add.”

Then, click on the “Save” button.

Method two

The second method for creating a supplier is to hover over Purchasing > Suppliers > Suppliers List.

Click on the “Suppliers List” button.

The below figure shows the window that will appear. Using the “Import Suppliers” button, one can download a Supplier-Excel template, fill it in with the needed information, and upload it to the system.

Note: The suppliers’ list shows the previously created suppliers with some information about them. One can create a contact, edit, or delete a specific supplier.

Note: One can search for a specific supplier by specifying a particular branch, purchase type, supplier name, or keywords.

Download the supplier template, fill it out, upload it to the system, and click import.

The below figure is part of the Suppliers-Excel sheet provided by the system. Fill the template with all the information needed.

Contacts

One can access all contacts of all suppliers from the supplier list window through the “Contacts” button.

To access the contacts of a specific supplier, search for the supplier, then click on the “contacts” button next to the supplier’s name,

To create a contact:

Click on the “Contacts” button in the supplier’s list, then click on “Create Contact.”

Fill in the mandatory fields such as the supplier, first name, telephone number, and email. Other fields are optional.

You can also include documents for the contact person similar to the suppliers’ documents.

Reports

One of the crucial features of the system is that you can easily download and print a report that includes all suppliers and their information in different formats such as PDF, Word, and Excel.

The below figures show the two types of reports that can be generated on the suppliers.

1.Accounts Report

2.Account Opportunities Summary

Both reports can be filtered using different parameters based on one’s needs.

To create a warehouse or view the current warehouses, hover over Purchasing > Warehouses.

Create a warehouse by adding its name, type, size, and location. Click on the “Save” button. You can also edit or delete a warehouse.

You can easily assign a warehouse to a specific employee within the company through the “Assigned to” column. Click on the “No Manager” button and choose the employee you would like to assign to the warehouse.

Choose the appropriate employee, then click “Save.”

A purchase request is made by the warehouse manager in case the stock quantity of a particular product inside the warehouse goes below the stock warning level defined when creating a product.

The purchase request is the first step of the purchasing cycle. It goes through multiple stages depending on the quantity ordered of the products.

To create a new purchase request, hover over Purchasing > Purchase Requests.

The “Purchase Requests List” window will appear. The “Purchase Requests List” shows all purchase requests along with their stage, whether it is new, partially requested, requested, canceled, or deleted. All the previously created purchase requests can be edited, canceled, or deleted.

Click on the “New Purchase Request” button to create a new purchase request.

Fill in the data shown in the figure below, especially the ones with asterisks (*) because they are mandatory. To add products to the purchase requests, fill in the data within the red box, then click the “+ADD” button.

Click on the “Save button” to save the purchase request to the database and appear in the purchase request list.

Note: A purchase request can also be created using the “New Purchase Request” button shown in the drop-down menu of the “Purchasing” module.

Fill in the mandatory fields such as the supplier you will proceed with your purchase request, the branch and the department issuing the purchasing request, and any other needed information.

Note: Don’t forget to fill in the rest of the tabs.

Include the delivery details of your purchase request, such as the place it’s ordered, the delivery date, the shipment method, and the delivery address details. The rest of the fields are optional.

Specify the products you want to include in the purchase request along with their unit, quantity, price, and discount (if any). Then, click on the “+Add” button. You can repeat the cycle for multiple products.

 

To create a purchase order, hover over Purchasing > Purchase Orders.

The “Purchase Order List” will appear. The “Purchase Order List” includes all previously created purchase orders along with their stage, whether it is Incomplete, Pending, Approved, etc.

Click the “New Purchase Order” button to create a new purchase order.

Fill in the data shown in the figure below, especially the ones with asterisks (*) because they are mandatory. Make sure to fill all required data in all Main tabs, Delivery Details, Items, Payment Terms, Terms&Conditions, and Documents. Click on the “Save button” to save the purchase request to the database and appear in the purchase request list.

Note: A purchase order can also be created using the “New Purchase Order” button shown in the drop-down menu of the “Purchasing” module.

Landed cost is the sum of expenses associated with shipping a product. To create a landed cost invoice, hover over Purchasing > Landed Costed Invoices.

Click on the “Add Land Cost Invoice” button.

Fill in the data shown in the figure below, especially the ones with asterisks (*) because they are mandatory. Click on the “Save button” to save the land cost invoice to the database and appear in the land cost invoice list.