Purchase Orders
When you have multiple or single items you’re ordering from the same or different vendors, you can now enter purchase orders within Essentials to keep track of what’s been ordered. When you receive those items from the purchase order, your stock for those items will be updated. This article will show you how to create a vendor as well as create, edit and receive a purchase order in Essentials.
Topics in this article include:
When you are creating a purchase order you can choose a vendor or you can save them in your database. To do that, go to People > Vendors. To create a new vendor, click on the + New Vendor button.
From here you can create the vendor with the company field being required.
Click Save when you are done.
You can find the purchase orders option from Inventory > Purchase Orders.
First click + New Purchase Order.
The only fields to be completed are the required fields with the * next to them. Everything else is optional.
The Vendor Details section is optional and can be hidden by clicking the “-“ next to the title. You can select a predefined vendor or enter one manually.
The Notes section is also optional and can be hidden by clicking the “-“next to the title.
Once all the required and/or desired optional fields are entered, click Save to go to the next step.
Now that you have all the vendor information entered, it’s time to add the item(s) to the purchase order. You can do this by entering the name of any existing item in your inventory in the "Search for an item to add" field located under Add Item. Once the desired item comes up, click Add Item to add this to the purchase order.
Next add the remaining information for this item including the Vendor SKU, quantity, unit price and ERP SKU. Once you enter the quantity and unit price, the total price will be calculated for you.
Note: Model Year, Model Name, Model # and Manufacturer fields will only be grayed out for unserialized items and will be available to complete for your serialized items.
Once all the desired fields are completed, click Add. Repeat for all items you will be ordering from the same vendor that will be on this purchase order.
When all items are added, you can click Save Changes and it will appear in your purchase order list to be edited and/or completed later. If all items are added and the purchase order is complete, click Order.
You will be brought to the Receive page for this purchase order. Since the items haven’t been received from the vendor yet, go ahead and click Cancel. This will take you back to our purchase order screen where you can see all purchase orders created and what their status is along with other information such as the requested date, expected fulfillment date, total amount, etc.
Edit an Existing Purchase Order
You can edit the purchase order at any time by clicking the edit button.
If the purchase order was created accidentally or has the incorrect items on it, you can select the check box next to the purchase order and either delete or deactivate the purchase order from the Actions option at the top of the list.
When it’s time to receive the items from the purchase order, click the edit icon next to the order and enter the quantity you’re receiving and click Receive.
Once the items are received, the purchase order status changes to fulfilled and your stock is now increased.
Related articles
New Serialized Inventory
New Unserialized Inventory