Purchase FAQs

Q: We're in the process of moving warehouses and I have stock in two locations that were set up for a single warehouse. I've adjusted the minimum and reorder quantity to be in the main screen of the product so that it captures stock at all locations, but it still doesn't appear to be working correctly. For example, we have a product with the minimum reorder quantity = 0, so nothing should be displayed on the Reorder page, but it is showing as zero available, plus a reorder quantity is displayed on the home page. Can you advise why it doesn't seem to be working properly?

A: The reorder quantity < > 0 will trigger the product to appear in the Reorder section of the DEAR Dashboard. It may also be due to the reordering mode in General Settings > Purchase Process Customisation. If reordering is set at the Product level, reordering will be triggered when the total quantity of the product is below the minimum in all locations. If reordering is set at the Location level, reordering will be triggered when the quantity in the location falls below the minimum reorder quantity.


Q: We have a partially billed PO that should be closed since we don't expect to use it anymore for further invoicing and receiving. However, we can't mark the PO as Closed. Why?

A: This happens if there is an open, unpaid invoice charged to the PO. In this case, the open invoice should be paid first before the PO can be marked as Closed.


Q: Is there a way to manually enter/change the reference number on PO invoices and sales orders?

A: It is possible to add manual invoice numbers for PO invoices but not for sales orders. However, for the latter, you can use the reference textbox field in the sales header to enter a manual number, at the same time allowing DEAR to have a unique Invoice number. This reference number can then be viewed in the Sales List and related reports. In addition, you can change the format of the invoice number from within the Document Number under Settings > General settings > Document Numbers.


Q:  What's the difference between Stock on hand vs. Quantity on hand? Our number is higher for Stock on hand.

A: The following terms apply to product stocks in DEAR:

  • Stock On Hand: the number of items in stock
  • Stock Available: the number of items available for allocation (this is the difference between items On Hand and Allocated)
  • Stock On Order: the number of items with authorised purchase orders that have not yet been received
  • Stock Allocated: the quantity of items allocated to sales orders (after the sales order is authorised and before the item is shipped).

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