Creating a new purchase order from the Inventory module is a 2-step process – first you must create the new PO header, then you can add inventory items to the PO:

  1. From the Inventory module, select the Purchase Orders button from the top navigation bar.




      2. The Purchase Orders screen will open.  Click the New button from the bottom navigation bar.




      3. The New PO window will open.  Set the fields as described in the table below, then click OK to create the new PO header.  




Field

Description

Select Vendor

Select the vendor you are creating the purchase order for.


Order Type

Select the purchase order type:  

Total Company Order:  Includes all company branches.  

Multi Branch Order:  Create the PO for a selected branch set.  If selected, a Select Branch Set dropdown will appear.

Single Branch Order:  Create the order for a single branch.  If selected, a Select Branch dropdown will appear.

Suggested Order Options

If this is a Suggested Order PO, select one of the below options:    

Use Suggested Order:  Items and quantities will populate for the selected vendor based on your configured Suggested Order Rules.  

Include Zero Suggested Order:  Items will populate even if the Suggested Order quantity is zero.

Include Positive Suggested Order:  For normal POs – items will be added based on Suggested Order levels.

Include Negative Suggested Order:  For credit POs – “overstocked” items will be added based on Suggested Order levels. 


Create Blank PO

Check this box for manual POs (i.e. Suggested Order Rules are not used – a blank PO will be created for the selected vendor).

PO Mode

Select the purchase order type from the dropdown provided: 


Normal:  Used to order new items.

Credit:  Used to receive credit for returned items.

Mixed:  Contains a mix of normal and credit items.

Expected Date

The date you expect the order to arrive (i.e. based on the lead days specified on the vendor record).

 

Select PO Description

Controls how the items are described on the purchase order:

Use Description:  Uses the item's description.

Use Description Code:  Uses the item's description code.

Use Supplier Catalog #:  Uses the item's supplier catalog number.

Leave Blank:  A description is not included.

Brand

Use this dropdown to limit the Suggested Order to specific brands.


Category Code Range

Use these dropdowns to limit the Suggested Order to a category code range. 


PO Number

A PO # will be automatically assigned (recommended) – this value can also be edited to specify a PO #, if needed. 


User Type

A single-character tag can be added to help identify the PO (e.g.  accessory vs serial, customer order vs normal stock, etc.). 


Term

Select the payment term – this is determined by the vendor record. 


Ship Via

Select the shipping method – this is determined by the vendor record. 





      4. Now that the new PO header is created, you must add items to the PO.  There are 2 ways to do this – from the Inventory Overview screen or manually – refer to the appropriate section below. 




Add Items to PO from Inventory Overview Screen

To add items to the PO from the Inventory Overview screen:  

  1. Select the Inventory module to return to the Inventory Overview screen.

      2. Locate an item you wish to add to the PO, right-click it, then select Add to Active PO.  You can only add items associated to the vendor that was selected when creating the PO header. 




      3. You will be prompted for the order quantity for that item – enter it, then click OK.  

      4. Repeat this process of adding items until all items have been added to the PO.  Then, select the Purchase Orders button from the top navigation bar to return to the PO.  

      5. Click the Save icon from the bottom navigation bar to save the PO. 




      6. A prompt will appear with several options – make the desired selection, then click OK:  


  • Mark as Sent and Print:  Marks the PO as “Sent” and prints the PO. 
  • Mark as Sent Only:  Marks the PO as “Sent” – no paperwork is printed. 
  • Print Only:  Prints the PO but doesn’t mark it as “Sent” – the PO can still be edited. 
  • No Action:  The PO is not saved or printed.   




Manually Add Items to PO  

To manually add items to the PO: 

  1. From the panel on the far-right of the PO – Build Order screen, ensure the Add Item tab is selected, then search for the desired item via the following methods:  

  • Quick Search:  Use the Search By dropdown to select your search criteria, enter your search term in the Value field and click the Search icon beside it.  Then, specify the quantity for the item in the Quantity field and click the Add icon beside it to add it to the PO.  

  • Advanced Search:  Click the Advanced Search button to perform an Advanced Search for the item, as normal.  Once located, enter the desired quantity within the Quantity field on the Advanced Search window, then click OK to add it to the PO.   




      2. If a serialized item is added to a PO, a Scan Items feature will appear beneath the Add Item tab.  Select this option to scan the serial of the item being added, if applicable (i.e. for Credit POs). 




      3. Repeat this process until all desired items have been added to the PO.

      4. Click the Save icon from the bottom navigation bar to save the PO. 




      5. A prompt will appear with several options – make the desired selection, then click OK:  

  • Mark as Sent and Print:  Marks the PO as “Sent” and prints the PO. 
  • Mark as Sent Only:  Marks the PO as “Sent” – no paperwork is printed. 
  • Print Only:  Prints the PO but doesn’t mark it as “Sent” – the PO can still be edited.
  • No Action:  The PO is not saved or printed.