How To - Acquire differences when using Aztec+ Stocks


Ordering Via Department

When placing an order you will now need to select a department. This department will dictate where this order will go in your stocks.

Add items to the basket in the as you would usually, and select Place Order.



The below screen will then appear, and the drop down at the top of the screen allows a department to be selected.


This will need to be selected or you will not be able to place your order.



If your cost centre within Aztec + stocks is Food & Beverage you will still need to select the department in Acquire


Editing Accepted Orders within Acquire

Once you are using Aztec + stocks, if you have a need to edit the order you accepted (for example, if you accepted the wrong amount of something into stock) you can edit the order directly within Acquire.

This functionality is only available when the order is in its Accepted state and will update your stock in Aztec + stocks.


  1. Select the Orders Search



  2. Select the order


  3. At the bottom of the page is the Edit Order option


  4. Edit the price and/or accepted quantity as appropriate, ensuring a reason is selected.

    5. You will be unable to select OK without selecting a reason.



  5. Your Audit Trail within the order will reflect all changes.


  6. Your delivery within Aztec+ stocks will change to reflect the totals and quantities you now have in Acquire.

Returning Items on Orders in the Invoiced state

When an order is in an Invoiced state, we can still edit it contents when we use Aztec+ stocks.

This functionality will update your stock, but will have no effect on the Invoice total, so please ensure any credit requests that need to be raised are also completed.

Using the same steps as above, go into the orders search, and select the order in an Invoiced state.



Underneath the Order section you will see the Return Items option.



Select Return Items and the below screen will appear, allowing you to return any items that have been put into stock.



Once all applicable changes have been made, select OK.

This will filter into Aztec + plus stocks, creating a credit line within your stock against that specific invoice.


This will not go to the supplier. Any credits to the invoice will need to be handled within Acquire using your current credit process.


All changes will be reflected in the audit trail of the order.



Adding Petty Cash purchases

To add petty cash purchase totals, or products into your stock, you will now be doing this from Acquire.

Navigate to the dash board and select Create Purchase.



Depending on how you handle petty cash, you can add in a total, or you can add specific products if that is how your company handles this.



You will also need to select a department that the cost is going into.

You can then select a supplier, and the products available. This can be specific products, or a generic Petty Cash line, as shown in the below image.



Edit the price and quantity, and when all petty cash has been entered, select Create Purchase.


If you are processing specific items within your petty cash, the process is exactly same, except you will need to be entering against the product, for example Lemons in the above example.


Adding Orders from suppliers not on Acquire

If you have any supplier who you place orders with outside of Acquire, you will still need to keep your stock up to date with those items.

To do that you will still complete this in Acquire, using the same process as above.

Select Create Purchase, select a department, select the supplier, and add in all appropriate products.



Once you have added all items, select Create Purchase; this will now go into Aztec+ stocks.


Suggested Ordering

If your company is utilising the automatic suggested ordering feature, you will need to be aware of the timings that the orders will be visible to you on site.

The system will look at your prep and par levels, current stock levels and sales and, using a stock buffer, will suggest an order for you.

This order will remain in your order search in the New state until it sends to the supplier at the cut off time.


Within that timeframe you can edit the contents, unless it is an allocation or a force drop.