Stock Management
Creating a stock item
To add a stock item simply click the ‘Add’ button on the View Stock Items’ page and fill in the item name and unit of measurement and click ‘Submit’.
​
View and add your stock items using the link below:
Creating a supplier
To create a supplier access the View Suppliers page and click the ‘Create’ button. This will open a window where you can fill out the relevant supplier information. Click ‘Submit’ once completed to successfully create your supplier.
​
Use the following link to view your suppliers and create new suppliers:
Linking a stock item to a supplier
Linking a stock item to a supplier serves the purpose of saving the item's price associated with that supplier. This ensures that when a purchase order is issued, the price information is readily available and automatically populated, streamlining the purchasing process.
​
To do so, use the following link,
https://portal.vibeafricatest.co.za/stock/items/link and fill out the simple form linking a stock item to a supplier.
Purchase Orders
The Create Purchase Order page allows you to easily create a purchase order to send to a supplier. Begin by entering your purchase order number along with choosing your supplier. Click ‘Next’ and thereafter ‘Add Item’. From the item dropdown box you can select the stock item and fill in the unit of measurement, amount, quantity and an optional description.
​
Stock items linked to a supplier will appear first on the item dropdown box and its unit of measurement and price will autofill, the quantity will have to be added.
​
After clicking ‘Next’, a summary of your purchase order will be shown for you to review before submitting your purchase order.
​
To find the Create Purchase Order page use the link below:
https://portal.vibeafricatest.co.za/stock/purchase-orders/create
Updating supplier information
To update or edit the information of the supplier use the ‘More’ action button next to the desired supplier and select ‘Update Supplier’. Once you have updated the information, click ‘Submit’ to save your changes.
You can access the link view your suppliers and supplier actions through the following link:
https://portal.vibeafricatest.co.za/stock/supplier/view
You can also update your supplier information through the Manage Supplier page.
Managing Stock Items
On the View Stock Items page, by clicking the ‘More’ button you are given the option to view or update the stock item.
​
By viewing the item you have an overview of the item details and all stock entries regarding that item. You can update the inventory of the item using the ‘Update Inventory’ button which opens up a window to alter your stock levels.
​
To update the item’s details, click choose the update item option after clicking ‘More’
​
You can manage your stock items by clicking the link below:
Updating stock with Goods Received Notes
After issuing a purchase order, stock needs to be updated on the system once received. Upon viewing your purchase orders use the ‘View’ action button to open up the purchase order and thereafter ‘Generate Goods Received Note’ where you can add the invoice number and adjust the information of the items received if necessary.
​
After Submitting your Goods Received Note, stock will be adjusted accordingly.
​
To view your purchase orders and begin generating GRNs, use the link: https://portal.vibeafricatest.co.za/stock/purchase-orders/view
​
To generate a PDF of your GRN, click to the view the purchase order followed by ‘View Goods Received’. You will be able to generate a PDF on any GRN, ready for download.