What You Will Learn In This Guide
How to create, complete, and cancel/delete/email/print purchase orders.
Important Notes
To utilise this feature, make sure that all the products that you want to order:
Have their specified suppliers at the Manage Products page
Are tracking inventory at the Manage Products page
How to Create a Purchase Order
Option 1: From the Supply Needs Page
Creating a purchase order from Supply Needs will have the target store pre-selected depending on which New Purchase Order you click on.
1. In the BackOffice, click on Stock Management title page.
2. On the Supply Needs Page, click New, then select Purchase Order.
Option 2: From the Purchase Order Page
Creating a purchase order directly from the Purchase Order tab requires you to select the target store.
1. From the BackOffice, click on Stock Management, select Purchase Orders.
2. On the Purchase Orders page, click + New Purchase Order button.
Filling Out the Purchase Order
1. Select the Supplier and Target Store, and choose whether you want your stock to be auto-filled according to your supply needs.
Notes:
Auto-fill automatically fills the purchase order with items in supply needs and from the supplier.
If the ideal stock level is specified, it automatically calculates the quantity to be stocked to reach the ideal stock level.
2. Click Create once you have filled out the required details.
3. Here you can edit the details of your purchase order:
Add or Delete items.
Adjust order quantities, supplier prices, and add notes for your order.
4. Import Items from CSV (for bulk additions):
a. Click Import Items by CSV.
b. A pop-up will appear with instructions. Click the CSV Template link in the instruction box to download the template.
c. Fill in all product details for the purchase order in the CSV file.
Note:
Do not change the first row (title line) of the CSV template. This will cause the import to fail.
d. Save the file as .csv, return to BackOffice, and click Select File to upload it.
e. After uploading, click Import to transfer the data to your Purchase Order.
For Serialized Products (Click to Expand)
For Serialized Products (Click to Expand)
When a serialized product is added, a pop-up will appear to explain its behavior.
a. On the Pop up, click on Proceed.
b. Add the Serialized Product on the list; then click on Save and Send Email.
5. Once you have reviewed your order, click Save or Save and Send.
Save: Saves your recorded details.
Save and Send: Saves your recorded details and also emails the P.O. to the supplier.
How to Complete a Purchase Order
1. When your stock arrives, click Stock Management button, and select Purchase Orders option.
2. On the Purchase Orders page, select the ID number of that particular Purchase Order.
3. The page with the order details will appear.
4. Scroll down to the bottom and click on Receive Order.
5. Specify the Received Quantity and Supplier Price.
Note: Both the existing product cost and Supplier Price are automatically adjusted and averaged. You can still change the Supplier Price if there are any price changes.
For Serialized Products (Click to Expand)
For Serialized Products (Click to Expand)
After clicking 'Receive Order,' you will need to enter the serial numbers for each of the received products.
5. On the Purchase Order page, click on Manage.
6. Key in the Serial Numbers of received products in the list; then click Confirm.
7. The received quantity will update based on the number of serial numbers entered. Click 'Save' and 'Mark as Completed' to finish.
6. Click Save or Save and Mark Completed.
Save: If items ordered in your Purchase Order are received partially in batches from Supplier, click Save.
Save and Mark Completed: When all items have been received, click Save and Completed! Stock Level is only updated when it’s marked Completed.
Note: Click on All Products Received to automatically generate values in Received Qty column.
How to Cancel/Delete/Email/Print a Purchase Order
1. For the desired Purchase Order, click on the blue Actions tab in the top right-hand corner. Select the action you wish to take.
Note: Cancelling and deleting a Purchase Order is only possible if the purchase order has not been completed.