Converting Supplier Pricelist Items to Stocked Items

Supplier Pricelist products added to a Purchase Order can be converted into items in your HirePOS Items List. This creates the item and links the Purchase Order line to the newly created item.

Use this process when a product ordered from a supplier should become a stocked, non-stock or hire item managed through your Items List.

The conversion applies only to eligible Supplier Pricelist lines already added to the Purchase Order. It does not convert every product in the supplier's imported pricelist.

For information about importing and maintaining supplier products, see Supplier Pricelists.

1. Open the Purchase Order containing the Supplier Pricelist lines.

2. Use Show 'Supplier Pricelist' items to identify lines that have not yet been linked to items in your Items List.

3. Open the popup menu to the left of a line's Code.

4. Select Convert to 'Stocked' item.

This opens the Supplier Pricelist Items conversion screen. The screen lists eligible Purchase Order lines that have a code but are not linked to an existing item.

1. Select the Item Type to assign to the new items.

2. Use Select for conversion to choose each line to convert.

   Use Select All for conversion to this Item Type to select or clear all displayed lines at once.

3. Review the details for each selected line:

   • Supplier Code: The supplier's product code from the original Supplier Pricelist line.

   • Item Code: The unique internal HirePOS code to assign to the new item. HirePOS suggests the next available numeric code, but it can be changed.

   • Description: The description currently recorded on the Purchase Order line.

   • Cost Ex: The Purchase Order line cost excluding tax.

   • Cost Inc: The Purchase Order line cost including tax.

4. Select Convert Items.

An Item Type must be selected before conversion can proceed.

For each selected line, HirePOS creates a new item using:

• The selected Item Type.

• The entered Item Code.

• The Supplier Code.

• The Description from the Purchase Order line.

• The Cost Ex and Cost Inc from the Purchase Order line.

• The Purchase Order supplier as the item's Preferred Supplier.

HirePOS then updates the corresponding Purchase Order line so it references the new item and uses the new Item Code.

The description and costs are copied from the Purchase Order line as it appears at the time of conversion. They are not read again from the imported Supplier Pricelist. Review and correct the Purchase Order line before converting it if the supplier description or cost has changed.

Where applicable, HirePOS also prepares the new item for stock tracking. With the Branches module enabled, the required branch stock records are created for eligible sales items.

Every Item Code in HirePOS must be unique.

If an entered Item Code already exists, that line is not converted. HirePOS displays a message identifying the Supplier Code and the duplicate Item Code.

Change the Item Code to a unique value and select Convert Items again.

The converted product is now available in the HirePOS Items List, and the Purchase Order line is linked to it.

Review the new item under Setup > Items and complete any additional setup required for that Item Type, such as:

• Stock quantities or branch quantities

• Selling prices

• Barcode details

• Income or expense accounts

• Hire quantities, serial numbers or other hire-item settings

For the wider ordering and receival workflow, see Purchase Orders.