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Create purchase templates šŸ“‹

Speed up recurring purchasing in tspoonlab with purchase templates: supplier item lists, auto-generated frequent orders and less admin time.

What is a purchase template and how do you manage them?

A purchase template is a preset list of raw materials organised by supplier.

It is designed to speed up your recurring orders, save time selecting products and tighten control over your purchasing.

In tspoonlab you can set up and manage these templates manually, centralising all the relevant information and keeping it ready to generate orders.

How to create purchase templates in tspoonlab

This video shows you how to create and use purchase templates to generate orders easily, adapted to your work cycles. You can also follow the step-by-step guide in this same article.

Step-by-step guide to create a purchase template

Access the purchases section

  1. Go to "Management" and then click "Purchases".

  2. Click the three dots next to the search bar and select "New template".

  3. Fill in the basic details in the pop-up card:

    • Template name: give it a descriptive title.

    • Generation days: tick the days of the week to create the order.

    • Template type:

      • Quantity to order: enter the desired units manually.

      • Stock quantity: the system calculates the purchase based on the product in stock (requires stock configuration).

Add suppliers and items to the template

  1. Click the three dots in the top-right corner of the template and choose "Add supplier to template". Select an existing supplier and confirm with "OK".

  2. Select the items. You can do it in two ways:

    • Individual search: select "item", type or search the item name and add it.

    • Item list: turn on "Show as checklist", at the bottom-left of the window.

    • Click "Include" on the items you want in the template. Then click "OK" to save the template.

šŸ’” Tip: Don't assign quantities at this step; you'll set them when you generate the order.

Generate an order from the template

  1. Click "Generate template order".

  2. Enter the quantity for each product, an optional comment, and fill in any extra header fields if needed.

  3. Click "OK". It takes you to the purchases section. The purchase order appears with an orange upward arrow, showing it is in "Pending to be sent" status.

šŸ“Œ Note: You can edit the template at any time to adjust suppliers, products or generation days.

Send the generated order to the supplier

  1. Hover over the relevant order line and click the three dots in the grey strip.

  2. Choose the sending option you want:

    • Send by email: sends to the email set on the supplier record.

    • Send by WhatsApp: opens WhatsApp Web on desktop, or uses the tspoonlab mobile app. Sends to the phone number on the supplier record.

    • Send: marks the order as sent without actually sending it. Useful, for example, for orders placed by phone or on the supplier's website.

    • Copy purchase text: copies the order content to paste into another app. If you copy the text, then click "Send" afterwards to update the status to Sent.

šŸ’” Tip: Download the tspoonlab mobile app:
App Store (iOS): šŸ“± Download on the App Store
Google Play (Android): šŸ¤– Get it on Google Play

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