Incorrect Buying Multiple set-ups are one of the main causes of poor GP figures and the first indication may be from a Sales Analysis or Key Indicator Report. These reports can be ranked by Bottom Markup % for investigation purposes.

  • 2 [Stock Control], 3 [Stock Maintenance], 2 [Maintain Products]

  • Recall the item under investigation. We will use Telfa Pads as our example product
    o Telfa pads are brought as a box of 100 but sold individually

  • Buying Multi – this should be the individual unit quantity counts (not 1). Edit this now.
    o For Telfa pads this should be 100

  • Std Cost – this should be the individual selling unit Std cost (eg full pack divided by single unit count). Edit this now.
    o For Telfa pads this will be about 0.35 cents each

  • Sell Price – this should be individual unit Sell price (to the customer)
    o For Telfa pads this will be about $1 each

  • Last Cost – this should be the individual Last cost (eg full cost divided by the buying multiple/single unit count)
    Last cost should be corrected in the Purchase history screen – F6 [Stats], F8 [Purchase history]
    It is a good idea to review the Purchase history even if it currently looks correct (someone may have manually over typed the Last Cost figure on page 1 but not fixed the history which is what the reports look to for calculations)

Once at the Purchase History screen change the quantities accordingly so that the unit cost reflects a single unit cost and the quantity is for an individual item

           o For Telfa pads quantity would be 100 for each box purchased, unit cost will becoming approx 0.25 to 0.35 cents

  • If the product has always sold as an individual unit correct all history, F12 [Accept]
  • If the product changed to a buy multi correct the history back until this date then F12 [Accept]. If unsure go back and review the Sales History – F6 [Stats], F7 [Sales History]
    Note: If the most recent order was received this month choose 1 [Adjust Adjustments], if the last order was from a previous month choose 2 [Change opening stock values] then F12 [Accept Details] twice

  • Check that the SOH figure is for the individual units. If incorrect F4 [Stock] and correct the SOH figure
  • F12 [Accept Details] to save the product changes

Another example - GLOVES Latex Non Sterile Small 100

Pharmacode: 2247674

INCORRECT configuration

This was how the product default was displayed. The product is a pack, however the buying multiple within Retail is always set to 1 by default.

The purchase history should be checked as well, and you can see the Quantity ordered is per pack, not per unit.

CORRECT configuration

Buying multiple altered from 1 to 100

You could calculate the correct Last & Std costs now and enter manually, OR update the Std Pricelist

Buying multiple quantities are updated (not the Cost) and the Unit cost should correctly reflect the changes.

Ordering stock with buying multiples

When a Buy Multiple product is placed in an order, you need to order FULL packs

  • To add an item to an order you can type in the actual quantity  (eg 12 for the Protein Bar Caramel bars) and the program will change it to 1P     (eg if you type in 24 the program will change it to 2P)   or you can simply type in 1P

  • When using automatic ordering you should set the Margin to 0.30  on the initial order type screen.  A margin of 0.3 means that Retail will only order a pack if the calculated order deems that MORE than 0.3 of that full pack is needed

  • When receiving an order the quantity should be in full packs  (eg 1P) and the Cost should be for the Full Pack cost