Under Voorraadbeheer → Leveringen & documenten (Stock management → Deliveries & documents) you process the documents of your suppliers: orders, order confirmations and delivery notes. Beamcore reads the material lines from the document and you check them. Until you confirm, nothing changes in stock or orders. For uploading and confirming you need the Bestellen, documenten verwerken en ontvangst boeken (Order, process documents and book receipt) permission. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Uploading a document
- Click Document uploaden (Upload document).
- Under Soort document (Document type), choose Bestelling (Order), Orderbevestiging (Order confirmation) or Pakbon (Delivery note).
- Optionally choose under Hoort bij bestelling (Belongs to order) the order that the document belongs to.
- Upload the file: a PDF or a photo (JPG or PNG), up to 20 MB.
The document first gets the status Wordt uitgelezen (Being read); the page refreshes by itself when it is done. After that it is set to Te controleren (To be checked). If reading fails, it is set to Mislukt (Failed) and you enter the lines yourself.
You can also add a delivery note directly from Voorraadbeheer → Voorraad (Stock management → Stock) with the Pakbon toevoegen (Add delivery note) button. The document type is then already fixed.
Checking and confirming
Open the document and go through the lines. Per line you see what was recognised and you choose the Artikel (Item), the Aantal (Quantity) and optionally the project. If the delivered timber is not in your stock yet, create it with Nieuw artikel (New item). Then click Bevestigen (Confirm). What happens depends on the document type:
- Pakbon: the quantities are added to the stock. What is intended for a project is reserved immediately.
- Orderbevestiging: the linked order gets the status Bevestigd (Confirmed) with the confirmed quantities.
- Bestelling: it is turned into a placed order.
Under Meer acties (More actions) you also find:
- Origineel downloaden (Download original): the uploaded file.
- Opnieuw laten uitlezen (Have it read again): replaces the current lines with a new recognition. Available for a document that has failed or is still to be checked.
- Handmatig invullen (Fill in manually): if you do not want to wait for the reading or if it has failed.
- Bevestigen als tweede levering (Confirm as second delivery): only for a delivery note whose number has already been processed before and that really is a second delivery. The quantities are then added to the stock again.
Receipt without a document
If you do not have a delivery note, click Ontvangst zonder document (Receipt without document). Fill in Ontvangen op (Received on) and add the Artikel and the Aantal per line. Per line you can choose a project and, if you work with locations, the location where the timber will be stored.
Managing suppliers
Under Voorraadbeheer → Leveranciers (Stock management → Suppliers) you find the companies you buy from. Click Nieuwe leverancier (New supplier) and enter the name, contact details and optionally your customer number. With Levertijd (dagen) (Delivery time, days) Beamcore prefills the expected delivery date of a new order. A supplier with orders or prices cannot be deleted; in that case switch off Actief (Active).
Price lists
Open a supplier to manage the price list under Prijzen (Prices). With prices Beamcore shows in the order list where an item is cheapest.
- Prijslijst invullen (Fill in price list): enter the price and the unit per item from your stock list. A line without a price is skipped. At the bottom you add cross-sections or sheets that do not exist yet; they are added to the stock list with 0 in stock.
- Hout- en plaatlijst uploaden (Upload timber and sheet list): upload the supplier's price list as a PDF file. Beamcore reads the prices in the background and you get a notification when it is done. Only what is in the PDF is filled in; items that do not exist yet are added to the stock list with 0 in stock.
- Nieuwe prijs (New price): add one price with a start date.
A new price does not replace anything: the old one remains as history. You correct a price by deleting it and entering it again. Existing orders and receipts keep their recorded price. For an item you can choose a Voorkeursleverancier (Preferred supplier); it wins in the order list when prices are equal.