Optimizing Purchase Units In The Product Library

Within the Product Library, the "Purchase Unit" tab serves as a central repository for a product's procurement details, encompassing crucial information like the vendor, quantity, pricing, and expense categorization. Multiple Purchase Units per Product Format enable the storage of distinct pricing information for varying order quantities, facilitating flexibility in managing purchasing dynamics. Much like Product Formats, Purchase Units seamlessly inherit top-level data from both Products and their Product Formats.

Purchase Unit Name

Assigning a name to each Purchase Unit is essential for effective communication with vendors, conveying the quantity of the ordered product concisely. This designation typically takes the form of a shorthand term, such as "bottle" or "case."

Unit Amount

This metric signifies the quantity of units received when the Purchase Unit is ordered. For instance, ordering a "bottle" results in receiving 1 unit, while ordering a "case" can yield 6 or 12 units, depending on the vendor's packaging.

Price

The cost associated with each Purchase Unit. In scenarios involving multiple Purchase Units, the one with a higher Unit Amount naturally costs more.

SKU (Stock Keeping Unit)

SKU, or Stock Keeping Unit, serves as an internal code used by vendors to distinguish between different products. Accurate storage of SKUs is crucial to prevent confusion in transactions between you and your vendors.

Expense Group and Subgroup

In alignment with common budgeting practices, Spec enables the categorization of purchases through a two-tier system: Expense Groups and Subgroups. This flexible system allows customization based on your business's financial reporting preferences.

Status
Similar to Product and Product Formats, the "Status" field governs the visibility of the Purchase Unit, primarily within Ordering. By default, it is set to "Active," but can be adjusted to "Inactive" for Purchase Units that are no longer in use.

It's important to remember that marking the "parent" Product or Product Format as inactive will also deactivate the associated Purchase Units, creating a seamless synchronization in the Product Library.