Purchasing planned from demand, cover and lead time

Stockwell drafts the week’s purchase plan from sales, available stock, what’s inbound and each supplier’s lead time, shows its working on every line, and waits for a buyer to approve.

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Purchase plan

Approve 2 POsNew PO

This week’s purchase plan

Drafted by Stockwell at 5:58 am · a buyer approves every order

Product	Supplier	Cover	Recommendation
Garlic A	China Import Supplier	1.8 d	1,170 cartons
Shine Muscat Grapes	China Import Supplier	2.8 d	6,300 lb
Mango	Baja Produce Supplier	1.8 d	Expedite PO-3025
Shanghai Bok Choy	Local Grower A	1.0 d	Reduce import
Spinach	Local Grower C	2.0 d	Covered by PO-3028
Garlic B	China Import Supplier	25.5 d	Cut the next order
Asian Greens Mix	Local Grower B	2.6 d	No action this week
Romaine 24ct	Salinas Growers	2.2 d	Order 160 cases
Lemons 115ct	Coastal Citrus	4.1 d	No action this week
Cilantro 30ct	Ruiz Farms	1.9 d	Order 90 cases

Your cover policy, written down once

How much cover to hold, when a product is critical and how to round to the pack are written down once, and every recommendation follows them.

Business rules

Ask about a ruleNew rule

cover-policy.md41 reads
supplier-lead-times.md33 reads
gp-targets.md18 reads
promo-calendar.md12 reads
substitutions.md9 reads
receiving-rules.md27 reads

Policy · updated by Maya Chen

Stock cover policy

Cover is worked out on available stock: on hand, less what sales have already allocated.

Review when available stock is under 2 days of cover.
Critical when cover with everything inbound falls short of the supplier’s lead time.
Overstock when cover with incoming supply goes past 14 days.

Order enough for the lead time plus one week of demand, rounded to the pack. Stockwell recommends; a buyer approves.

Order size

Give a range up to 20% above the base quantity so the buyer can choose within it. Never order past a product’s shelf life at expected sales.

Who decides

Stockwell recommends. A buyer approves every purchase, and any order over $10,000 needs a second approval.

Applied inPurchasingInventoryAsk Stockwell

Ask before you buy

Ask whether a promotion will run you short. Stockwell checks stock, open purchase orders and the supplier’s cutoff, and offers to draft the order.

Ask Stockwell

Coastline’s Garlic A promo starts Monday. Have we got enough stock?

Checked the promo, stock and the supplier11s

Found Monday’s promopromo-calendar.md · Oct 6 to 26
Checked stock and open POsInventory · Purchasing · 110 free, nothing on order
Checked the supplier’s cutoffsupplier-lead-times.md · order by Wednesday noon
Modelled the three promo weeksSales history · last promo lifted 40%, 35%, 30%

No, you’ll run short in the first week. You have 110 cartons free and nothing on order.

Promo week	Need	Have	Short
Oct 6 – 12	600	110	490
Oct 13 – 19	580	0	580
Oct 20 – 26	560	0	560

Order 1,550 cartons by Wednesday noon and weeks two and three are covered. Want me to draft the PO?

Draft the POShow the working

Yes, draft it.

Drafted PO-3041 · 1,550 cartons Garlic AChina Import Supplier · lands Oct 13 · waiting for Maya to approve

Needs approval

Ask about stock, orders, margin or suppliers…

Freight and duty on the lot

Freight bills attach to the purchase order they belong to, so landed cost and margin are right once the bill posts.

Finance

Close weekExport

Week to September 30

Margin, costed as it runs

Every receipt, cost and dispatch posted to QuickBooks without re-keying.

Revenue · week$185,6514 customers

Gross margin22.9%after landed cost

Inventory value$84,796FIFO by lot

Waiting on a bill$4,120PO-3025 freight

QuickBooks tie-out 5 of 6 matched

Account		Stockwell	QuickBooks
1300	Inventory	$84,795.60	$84,795.60	Matched
4000	Revenue	$185,651.00	$185,651.00	Matched
5000	Cost of goods sold	$143,140.40	$143,140.40	Matched
5100	Freight & clearing	$14,482.02	$14,482.02	Matched
6100	Pack labor	$1,372.80	$1,372.80	Matched
2000	Payables	$57,720.00	$61,840.00	Bill pending

Margin by customer

Customer	Revenue	Gross margin	Credits
Fieldway	$56,550.00	21.8%	$312.00
Northgate	$50,003.00	23.6%	$0.00
Coastline	$49,876.00	22.4%	$118.50
Independents	$15,964.00	27.1%	$0.00

Purchasing, end to end

Every capability below runs on the same live record as the rest of Stockwell, so nothing is reconciled after the fact.

Daily purchase planDrafted each morning from sales, stock and what’s inbound.
Working on every lineEach recommendation shows the sales, stock and rule behind it.
Buyer approvalA buyer approves every purchase order before it goes out.
Approval limitsOrders over your limit need a second approval.
Supplier lead timesEach supplier’s lead time and cutoff on the record.
Local and importGrowers down the road and importers weeks away, planned the same way.
Expedite or cutTold when to expedite an order or cut the next one.
Shelf-life limitsNever orders past a product’s shelf life at expected sales.

Compose the ERP your operation needs.

Start with any module. Every one shares the same live record, so you add the rest when you’re ready and nothing gets rebuilt.

AI-native, from the record up.

Workflows, business rules, Ask Stockwell and master data sit under every module, designed for AI from the first line. When your business changes, you change a workflow, not your software, and every new model makes the whole system better.

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Frequently asked questions.

Something else on your mind? Ask our team.

Does Stockwell place orders on its own?

No. It drafts the plan; a buyer approves every purchase order, and orders over your limit need a second approval.

How does it decide how much to order?

By your cover policy, for example the lead time plus a week of demand, rounded to the pack.

Can it handle imports with long lead times?

Yes. Each supplier carries its own lead time and cutoff, and the plan works to them.

See Stockwell on your operation.

Bring your products, customers and suppliers. We’ll show you what your morning looks like on one platform.

Book a demo team@stockwellagents.com