Help Center

Managing Purchases and Stock

Spare parts, purchase requests and approvals, purchase orders, goods receipt and costs.

Spare Parts

• How spare parts workThe ideas behind the warehouse in Solmex: parts, storage locations, stock held per location, documents that move it, and how stock is valued.
• Set up storage locationsLay out your stores, racks, shelves and bins as a tree of storage locations, print a label for each, and archive the ones you no longer use.
• Classify your partsBuild the three level classification every part is filed under, and understand how it makes each part's stock code.
• Add a partAdd a spare part, fluid or consumable to the catalogue with its classification, unit, minimum stock, put-away location and photos.
• The Stock RegisterFind a part, see what is running low and what your stock is worth, open a part's details, and start a receipt, an issue or a transfer from one row.
• Receive goodsRecord a delivery with a goods receipt: one document for the whole delivery note, however many lines, with prices where you know them and the supplier's invoice attached.
• Issue partsHand stock out of the store with a goods issue, charged to a machine, a Location or a cost centre, and see what it cost.
• Parts on a machineUse a machine's Spare Parts tab to see which parts it takes, record a part fitted to it from the store or by an outside workshop, and void a record made in error.
• Count and correct stockCount what is on a shelf with the Stock Count sheet and post a correction, with a reason, wherever the record and the shelf disagree.
• Transfer stockMove parts from one storage location to another with a stock transfer, keeping each part's price and age, so work orders and PMs find them where they look.

Purchase Requests

• Raise a purchase requestAsk for the things you need on one request, with a reason, an urgency and a photo per line, and send it to your approvers.
• The Purchase Requests registerFind the requests waiting for your approval, follow your own, and search every request your company has raised.
• Set up the approval chainChoose who approves purchase requests and in what order. Each request keeps the chain it was sent with.
• Approve, refuse lines, send back or rejectDecide a purchase request when it is your turn: approve it, refuse single lines with a reason, send it back for correction, or reject it.
• Correct, resubmit or withdraw a requestFix a purchase request that was sent back and send it through approval again, or withdraw a request you no longer need.
• The approved request PDFDownload the signed-off document of an approved purchase request, with every line's outcome and the full approval history.

Purchase Orders

• SuppliersKeep the register of companies you buy from, with their contact details, payment terms and default tax rate.
• Raise a purchase orderOrder from one supplier with priced lines, either from approved purchase request lines or from scratch, and send it for approval.
• Approve a purchase orderApprove or reject a purchase order someone else raised. One approval is enough, and nobody can approve their own order.
• Send a purchase order to the supplierEmail the approved order to the supplier from Solmex or mark it as sent, download its PDF, and attach quotations.
• Receive a deliveryRecord what arrived against a purchase order, in full or in part. Lines linked to stock items go straight into the warehouse.
• Close short or cancel a purchase orderClose an order when the rest of it is not coming, or cancel one before anything has arrived. Both need a reason and both stay on record.

Costs

• How costs workEvery cost in Solmex lands in one ledger. Most arrive on their own from fuel and parts; the rest you enter by hand.
• Add, edit or void a costEnter a cost by hand, such as labour, a rental charge or an outside repair, correct it, and void a cost entry that should not count.
• Read the Cost LedgerFilter and search every cost entry, read the totals by group, open an entry's history, and show the figures in US dollars.