🔗 Exact Online: Setting Up Purchasing Units
In Exact Online, you can define specific Purchasing Units (also known as "Order Per" quantities). This allows you to buy items in bulk multiples, such as ordering a "Box" rather than individual pieces.
Step 1: Create the Unit Definitions
First, you must define the unit types available in your system.
Navigate to Master Data:
Go to Manage your current administration (click your company name in the top left) → Master Data.
Open Units:
Go to Articles → Units.
Create New:
Click New to create a unit.
Recommendation: While units are generic, we recommend including the quantity in the name for clarity (e.g., "Box of 6" or "Package of 7").
⚠️ Important Distinction:
In Exact Online, a "Unit" is technically just a label. The actual number of pieces inside that unit is defined separately for each product (see Step 2).
Step 2: Assign Purchasing Units to Suppliers
Once the unit definitions exist (e.g., "Box"), you must tell Exact how many items are in that box for each specific product.
Navigate to Articles:
Go to Master Data → Articles → Articles.
Select Product:
Click on the product you want to configure.
Edit Supplier Settings:
Click on the Pricing Management tab.
Edit Supplier:
Find the relevant supplier in the list and click Edit (often an icon or link on the line).
Configure Unit:
Purchasing Unit: Select the unit you created in Step 1 (e.g., "Box").
Items per Unit (Factor): Enter the conversion factor. (e.g., If a "Box" contains 7 items, enter
7).Purchase Price: Enter the price for the unit (not the single piece).
How Optiply Uses This Data
Optiply reads these purchasing units as the "Order By" quantity.
If you set the Purchasing Unit to "Box" with a factor of 7:
Optiply will ensure that purchase advice for this product is always rounded to multiples of 7.t.
❓ Frequently Asked Questions (FAQs)
Can I use the same Unit name for different quantities?
Yes. You can create a generic unit called "Box" and assign it to Product A (Factor: 10) and Product B (Factor: 50).
However, to avoid confusion in the warehouse, the source text recommends being specific with names like "Box of 10" where possible.
Why isn't Optiply rounding my orders?
Ensure you have filled in the Items per Unit (Factor) field in the Supplier settings in Exact. If this is left as 1 (or empty), Optiply treats the product as "Order by 1".
Tip for Purchase Orders
To avoid confusion when your supplier receives the order, configure your Exact Online Purchase Order layout to display the Package Size or Unit Name.