Here are a few things to remember before creating a Purchase Order.

  • Product must be enabled for purchase.

Go to CATALOGUE, then click on Manage Products. Tick on Product for Purchase checkbox under General tab.

  • Manage Inventory must be enabled.

Go to CATALOGUE, then click on Manage Products.
Click on Inventory tab, select Yes on Manage Inventory dropdown.
Click on Save or Save & Close.

Note: Manage Inventory will be disabled for any changes if product is part of any order in Submitted, Back Order or Processing.

Make the necessary changes needed under Manage Inventory settings, then click on Save or Save & Close once done.

Step 1: Go to PURCHASE ORDERS, then click on Create Purchase Order.

Step 2: Select the Warehouse and Supplier from its respective dropdown, then click on Next.

List of products can be filtered by showing All Products.

List of products can be filtered by showing All Products of the selected Supplier.

List of products can be filtered by showing All Products of the selected Supplier Ordered by Delivery Date Range.

List of products can be filtered by showing All Products Ordered by Delivery Date Range.

Ordered Quantity within the specified Delivery Date range appears with highlight on the products list which can all be added to the order upon clicking on Add Displayed Qty to Order.

Step 3: Click on Proceed to Verify Order once done adding products.

Step 4: Make the necessary changes on the Purchase Order, then click on Update Totals.

Step 5
SAVE & CLOSE AS DRAFT Save the Purchase Order as Draft
SAVE & CLOSE AS SUBMITTED Save the Purchase Order as Submitted
PRINT AND SAVE & CLOSE AS SUBMITTED Save the Purchase Order as Submitted at the same time downloads the Purchase Order PDF
EMAIL AND SAVE & CLOSE AS SUBMITTED Save the Purchase Order as Submitted at the same time sends a copy to your email

Save & Close as Draft

Purchase Order saved as Draft can still be updated and deleted if needed by clicking on its Edit and Delete button respectively.

Save & Close as Submitted

The options to download Purchase Order PDF and Send Purchase Order Email to Supplier appears when Purchase Order has been saved as Submitted.

Step 6: Select the Submitted Purchase Order, then click on its Edit button.

Step 7: Click on Receipt.

Step 8: Update Received Qty.

Step 9: If the product’s Batch Tracked is enabled, it will appear under Batch | Bin column. Click on it to update.

Step 10
Enter Batch Number and Quantity as required. Bin Location, Manufacture and Expiry Dates are optional.
Click on Add Batch.

Step 11
The total entered Quantity must be the same as Batch | Bin Quantity. Do the same for the rest of the products with required Batch Number. Click on Save or Save & Close as Completed / Receipted.

Save & Close as Receipted

Purchase Order in Receipted status can still be updated by clicking on its Edit button.

The following can be changed as needed:
ORDER DETAILS TAB Delivery Date, Order Notes and Internal Notes

PRODUCTS TAB Price, Tax and Shipping

SHIPPING DETAILS TAB Shipping Address

Product Inventory

The product’s Inventory is updated once Purchase Order has been Receipted.

The product showing inventory to Customer will show the Quantity on Available Stock. Otherwise, it will show In Stock.

Customer Web

iOS App

Android App

From Receipted status, Purchase Order can be saved as Completed.

Save & Close as Completed

Purchase Order in Completed status can no longer be updated.

Purchase Order PDF

Purchase Order Email

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