Creating or Editing a Purchase Order
To create a new purchase order:
- Go to the Menu > Inventory > Purchase Orders.
- Click Create New Purchase Order.
- At the pop-up, select the vendor for the order.
- Below Add Item, search for the item you need to order.
You will be taken to a page that allows you to enter details about the order as well as add items to it.
To edit an existing PO, find the PO in the search results, then click the Edit pencil. You will be taken to the same page which show the details of the order as well as the order items.
Below is an existing order for the vendor.
The top section, General Information, contains details about the order date, reference number, notes, and any shipping costs or taxes.
When the order is in the status of Not Sent, the option to save and place order will be available. Saving just saves the details in the General Information section. Clicking the Place Order button will save the details and change the status to Ordered. Once Ordered, you can receive.
The reference number field provides a way to reference the PO with the PO from the vendor. Common uses for this would be invoice number or order reference number.
The bottom section, Inventory Items, contains the list of items associated to this order.
You can add a new item, edit an existing item, or remove an item. The ability to remove an item is not present if the item has been received.
To add an inventory item to the order, click into the search box and search based on code or name. You can then select it from the list. Once selected a new window will appear allowing you to specify additional details like order quantity and unit cost.
The details window will also show options for manufacturer, buy-sell ratio, comments, and past orders for this item.
The options are based on a buying quantity and cost. This allows you to receive the product in a package quantity/cost, but then have the system automatically translate that to the selling quantity/cost.
To accomplish this, you can adjust the buy-sell ratio. An example of this is for canned food. You typically receive canned food in cases, but sell as individual cans. If a case has 24 cans, then the buy-sell ratio would be 1 case = 24 cans. The buy unit cost would be the cost of the case.
The window allows you to save and go to previous item, save and go to next item, save (and close), and close (without saving).
Once you have completed the process of adding all the items, you can click the Place Order button. This just flags the order as being ordered. You can still modify the item’s details as long as the item has not been received.