📄Purchase Orders Use Unit or Case Quantities Only
Stock Purchasing and Receiving Quantity Behaviour
Overview
When creating or receiving a Purchase Order in bepoz BackOffice, stock is entered using only two purchasing quantities:
- Qty of Units — individual purchasing units.
- Qty of Cases — whole cases containing a defined number of units.
Product Sizes 1–10 are not purchasing quantities. They are used for selling only and cannot be selected when creating or receiving a Purchase Order.
The physical size of one purchasing unit is defined by the product's Base Size, while Case Qty defines how many of those units make up one case.
| Setting or Quantity | Purpose |
|---|---|
| Qty of Units | Orders or receives individual purchasing units |
| Qty of Cases | Orders or receives whole cases |
| Case Qty | Defines how many Units are contained in one Case |
| Base Size | Defines the physical size of one purchasing Unit |
| Product Sizes 1–10 | Defines only the sizes or serves that can be sold |
💡 Tip: For purchasing and receiving, always work in Units or Cases.
- Product Sizes 1–10 do not provide additional purchasing options.
Understanding Unit Quantity
Qty of Units represents individual items being purchased or received.
For example:
- One bottle can be one Unit.
- One can can be one Unit.
- One carton can be one Unit if that is how the product is configured for purchasing and selling, e.g. if a pack beverage comes supplied as a 10-pack and is not broken down into individual units, and is sold in that 10-pack.
The physical size of that Unit is determined by the product's Base Size.
For example, if Base Size is 750 ml, then one Unit represents one 750 ml item. The Purchase Order does not ask you to choose 750 ml as a size. You select the correct product and enter the required Qty of Units.
The quantity label can also reflect the product's configured Unit Name. For example, Qty of Units may appear as Qty of Bottles.
Understanding Case Quantity
Qty of Cases represents whole cases of the purchasing Unit.
The product's Case Qty determines how many Units make up one Case.
For example:
| Case Qty | Qty of Cases | Total Units |
|---|---|---|
| 6 | 1 | 6 |
| 12 | 1 | 12 |
| 24 | 2 | 48 |
If a product has a Base Size of 750 ml and a Case Qty of 12:
- 1 Unit is one 750 ml item.
- 1 Case is 12 × 750 ml Units.
- 2 Cases are 24 × 750 ml Units.
The Case quantity does not represent another Product Size. It is a purchasing quantity made up of the configured number of Units.
The quantity label can also reflect the product's configured Case Name. For example, Qty of Cases may appear as Qty of Cartons.
When Case Qty Is Set to 0
If a product is not purchased by the Case, set Case Qty to 0.
When Case Qty is 0, there is no Case quantity available for that product. Purchasing and receiving are therefore performed using Qty of Units only.
| Case Qty Setting | Purchasing Behaviour |
|---|---|
| Greater than 0 | The product can be purchased using Units or Cases |
| 0 | The product is purchased using Units only |
Setting Case Qty to 0 does not affect Product Sizes 1–10. Product Sizes remain selling settings and are separate from purchasing.
Creating a Purchase Order
- Open BackOffice.
- Navigate to Maintenance → Purchasing & Receiving.
- Create a new Purchase Order.
- Select the required product.
- Enter the purchasing quantity in Qty of Units or Qty of Cases.
- Confirm the read-only Size: field displays the expected Base Size for the selected product.
- Continue adding products and complete the Purchase Order as required.
If Case Qty is set to 0 for the product, enter the required purchasing quantity using Qty of Units.
There is no Product Size selection during this process.
The Size Field on a Purchase Order
A Purchase Order line can display a field labelled Size: containing a value such as 750 ml or 1 L.
The Size: field is read-only. It displays the selected product's Base Size so you can confirm that the correct product has been selected.
It is not a dropdown and cannot be used to select another bottle, pack or Product Size.
The Purchase Order screen can display multiple read-only Size: fields for information relating to the order line, local product and price book entry. These fields report size information; they do not provide purchasing size choices.
Regardless of what appears in Size:, the quantity being ordered is still entered as either Units or Cases.
Base Size Defines the Purchasing Unit
Base Size defines the physical size of one purchasing Unit.
For example:
| Setting | Example |
|---|---|
| Base Size | 750 ml |
| Case Qty | 12 |
With this configuration:
- 1 Unit represents one 750 ml item.
- 1 Case represents 12 of those Units.
- 2 Cases represent 24 of those Units.
A product has one Base Size. Product Sizes 1–10 do not create additional Base Sizes or alternative purchasing units.
Product Sizes 1–10 Are for Selling Only
Product Sizes 1–10 are used for selling stock.
They can represent different serves or selling quantities, such as:
- a 30 ml nip of spirit/liqueur
- a 150 ml glass of wine
- a 570 ml pint of beer/cider, etc.
Each selling Size tells bepoz how much stock should be deducted when that Size is sold.
Product Sizes do not determine how stock is purchased or received.
A product can therefore have multiple selling Sizes while still having only one purchasing Base Size and one configured Case Qty.
| Concept | Purchasing or Receiving | Selling |
|---|---|---|
| Qty of Units | Yes | No |
| Qty of Cases | Yes | No |
| Case Qty | Yes | No |
| Base Size | Defines one purchasing Unit | Supports stock calculations |
| Sizes 1–10 | No | Yes |
A Product Purchased in Two Different Bottle Sizes
A single product has only one Base Size. This means one product cannot represent two different physical purchasing sizes.
For example, if the same spirit is purchased as both:
- a 1 L bottle, and
- a 700 ml bottle
those bottle formats cannot be selected as different Sizes on the Purchase Order. Product Sizes 1–10 cannot be used to distinguish them because those Sizes are for selling only.
Adding the same product to a Purchase Order twice does not provide a workaround. Both Purchase Order lines reference the same product and therefore carry the same Base Size.
Where genuinely different bottle formats need to be purchased and stocked separately, they require separate product configuration so that each purchasing format can have its own Base Size, supplier item and cost.
‼️ Important: Before restructuring an existing product in this way, confirm the required setup with bepoz Support, as separating one product into multiple products can affect stock-on-hand and reporting.
Receiving Purchase Orders
Receiving follows the same quantity structure as ordering.
Enter received stock using:
- Qty of Units, or
- Qty of Cases when a Case quantity has been configured.
A Product Size cannot be selected during receiving.
The physical stock being received must correspond with the product's configured Base Size and, when Cases are used, its Case Qty.
If the Base Size associated with the Purchase Order does not match the product configuration, bepoz can report "Base sizes do not match" when the invoice is matched.
A related mismatch can occur when the Case quantity on the Purchase Order does not match the product's configured Case Qty.
Changing Product Sizes 1–10 does not resolve these purchasing or receiving mismatches because Product Sizes are selling settings.
Quick Answers
| Question | Answer |
|---|---|
| Can I choose a Product Size on a Purchase Order? | No. Select the correct product, then enter the quantity as Units or Cases. Product Sizes 1–10 cannot be selected for purchasing. |
| Can I choose a Product Size when receiving stock? | No. Receiving also uses Qty of Units or Qty of Cases only. |
| Why does the Purchase Order show Size:? | It displays the product's Base Size for reference. The field is read-only and is not a size selector. |
| Where does the bottle or pack size used for purchasing come from? | From the product's Base Size. One purchasing Unit represents that configured Base Size. |
| What does Case Qty control? | It defines how many purchasing Units make up one Case. For example, a Case Qty of 12 means one Case contains 12 Units. |
| What happens when Case Qty is 0? | The product is purchased and received using Units only. A Case quantity is not available for that product. |
| What are Product Sizes 1–10 used for? | They are selling sizes or serves. They control how much stock is deducted when sold and do not add stock during purchasing or receiving. |
| Can one product be purchased in two different bottle sizes? | No. A product has one Base Size, so two genuinely different purchasing sizes cannot be represented by the same product. |
| Can I add the same product to the Purchase Order twice and use a different size on each line? | No. Both lines reference the same product and therefore use the same Base Size. |
| What should I do if I purchase the same item in two different bottle sizes? | Separate product configuration may be required so each purchasing format has its own Base Size, supplier item and cost. Confirm the required setup with bepoz Support before restructuring existing products. |
Key Points to Remember
- Purchase Orders use Units or Cases only.
- Qty of Units represents individual purchasing Units.
- Qty of Cases represents whole Cases.
- Case Qty determines how many Units are contained in one Case.
- Set Case Qty to 0 when the product is not purchased by the Case.
- When Case Qty is 0, purchasing and receiving use Units only.
- Base Size determines the physical size of one purchasing Unit.
- A product has only one Base Size.
- The Size: field on a Purchase Order is read-only.
- Product Sizes 1–10 are for selling only.
- Product Sizes 1–10 cannot be selected when creating or receiving a Purchase Order.
- Adding the same product to a Purchase Order more than once does not provide different purchasing sizes.
Related Articles
- Example Products and Notes – Received Unit Sizes
- Creating and Posting a New Purchase Order Using a Blank P.O.
- Product – Product Settings Tab
Confirmation
When purchasing or receiving stock through bepoz BackOffice, enter the quantity as Units or Cases. Base Size defines what one Unit physically represents, and Case Qty defines how many Units make up a Case.
Product Sizes 1–10 are strictly for selling and cannot be used to create alternative purchasing sizes.
updated to: bepoz v4.9.0.6