Overview

• Purchase Orders

  Purchase Order Key Information

  The Purchase Orders feature in Inspired ERP enables users to create, manage, and track purchase orders for both goods and services in one centralized location. This tool supports the entire procurement lifecycle — from initial order creation and receipt through closing and payment — ensuring accuracy, visibility, and control over purchasing activities.
  
  Purchase orders in Inspired serve as the foundation for vendor communication, cost tracking, and inventory control. Users can attach supporting documents, record internal notes, clone existing orders, and even shop from past purchases to simplify reordering. Each PO document type is designed to streamline communication between purchasing, warehouse, and accounting teams.
  
  Core Capabilities
  Our Purchase Order module provides a variety of tools to simplify and enhance the buying process:
  
  • Attachments & Notes: Add reference files or internal comments directly to a PO for improved traceability and communication.
  
  • PO Cloning: Duplicate an existing purchase order to quickly generate new orders with similar details.
  
  • Past Purchase List Shopping: Access previous order data to expedite repeat purchases or vendor-specific items.
  
  These features work together to reduce manual data entry, maintain purchasing consistency, and ensure accurate order documentation.
  
  Purchase Order Documents
  Every PO in Inspired can generate a variety of document formats, supporting both internal processes and external communication with vendors:
  
  • PO PDF: A detailed record of the purchase order, used for internal review and documentation.
  
  • Vendor PDF: A mirror version of the PO PDF that can be automatically emailed to vendors and their contacts.
  
  • Dock Copy: A warehouse-facing document that lists expected items with blank quantities, used during receiving for accurate check-in and verification.
  
  These documents ensure that all departments — purchasing, warehouse, and accounting — have clear and consistent reference materials for each transaction.
  
  Best Practices
  • Regularly review open and partially received POs to ensure timely closure and payment.
  
  • Leverage PO cloning for repeat orders to maintain consistency and save time.
  
  • Use Dock Copies to prepare warehouse teams before deliveries arrive, ensuring smooth receiving and reduced discrepancies.
  
  • Attach relevant files or notes to maintain a complete audit trail and support future vendor or pricing reviews.

Purchase Orders

• Creating a Purchase Order
  1. Go to the Purchasing Menu and click on the Purchase Orders Sub-Menu
  
  
  
  2. Click on the New PO Button 
  
  
  
  3. Fill out all of the necessary information on the Header Form, then click on the Save & Details Button 
  
  
  
  4.  You are now editing the PO Details.  Proceed to add items and service details as necessary (Fill in all the relevant information, then click the Add/Update Button to add the item or service detail line to the PO) 
  
  
  
  5. Once all items/services have been added to the PO, it is ready to be received (if applicable) and then closed to await payment.  Click on the Back to Header Button and then the Save & Exit Button to return to the PO listing screen
  
  

• Editing a Purchase Order
  1. Click on the Carrot icon next to a PO to view all management options 
  
   
  
  2. Click on the Manage icon (Pencil) to edit the PO
  
  
  
  3. Edit any information on the header of the PO and click Save & Exit if finished with changes, otherwise click the Save & Details Button to make changes to the PO's Details 
  
  
  
  4. Click the pencil on an existing line and edit the information at the top, then click the Add/Update Button to save the changes
  
  
  
  5. Click Back to Header and then one of the Save buttons to return to the PO Listing page 
  
  

• Cloning a Purchase Order
  1. Click on the Clone Order Button on any purchase order to clone the current PO and create a duplicate PO with it's contents 
  
  
  
  2. You'll be automatically redirected to proceed with the duplicate order 
  
  
  
  
  

• Closing a Purchase Order
  Note:→ Purchase orders will automatically close once fully received. 

  → Partially received purchase orders upon completion of a receipt, will automatically cancel unreceived quantities and close out unless the "Do Not Cancel PO" option is selected during receipt creation.

  → Purchase orders received in full will be marked as paid once one or more invoices are posted, that "pay" what has been received in full 

  → Partially received purchase orders that have one or more invoices posted, that "pay" what has been received thus far in full, will automatically cancel unreceived quantities and close out the PO, marking it as paid.    
  
  

  To Manually Close a Purchase Order:

  Note: A purchase order must be fully received in order to close it.
  
  
  1. Click on the Edit Order Icon next to the PO to be closed 
  
  
  
  2. Click on the Close PO Button and click Okay on the Pop up message 
  
  

• Canceling a Purchase Order
  Note: Purchase orders can only be canceled if they are in open status.  Any receipts that exist for a PO must be edited down and removed.  If inventory received has been used or adjusted already, then the receipt cannot be edited, and the PO cannot be canceled.  
  
  
  1. Click on the Edit PO icon 
  
  
  
  
  
  2. Click on the Cancel PO Button and click OK on the pop-up prompt to confirm 
  
  
  
  
  
  
  

• Opening a Closed Purchase Order
  A quick and straightforward guide for accessing and editing a closed purchase order.

  
  1. Begin by navigating to Purchasing → Purchase Orders from the top menu.

  
  2. On the Purchase Orders screen, enter the PO number you want to reopen into the PO # search box at the top to locate the order.
  
  
  3. Once the correct purchase order appears, look under the Action column and click the black square icon with a pencil — this is the Edit Receipt button.
  
  
  4. After selecting this icon, you’ll see a breakdown of the received pallets, including the quantities and assigned pallet IDs for each one. To begin the process of reopening the purchase order, click on the light blue PO button near the top of the page.
  
  
  5. On the PO header screen, scroll to the bottom and click the blue "Open Closed PO" button to reopen the purchase order.
  
  
  6. A green confirmation message will appear at the top, stating: “You are now editing re-opened PO XXXX.” From here, you can update any necessary header details. When ready to adjust individual line items, scroll to the bottom and click Save & Details to continue.
  
  
  7. You will now see a list of all individual purchase order lines. To make changes to a specific line, click the pencil icon under the Action column for that line. Note: The system does not allow reducing the received quantity for purchase order items. Since all quantities have already been received and added to inventory, you can only increase the product count if needed—not decrease it.
  
  
  8. Once you’ve opened the purchase order line you wish to update, adjust the quantity and/or price as needed, then click the Add/Update button when finished. Note: If the quantity is increased, the additional units must be received through the Warehouse → Create Receipt page to ensure accurate inventory tracking, otherwise the purchase order will not be able to close again.
  
  
  9. Once all necessary updates to the purchase order have been made, click the dark purple Back to Header button at the top of the screen to return to the PO header.
  
  To re-close the purchase order, scroll to the bottom of the page and click the blue Close PO button. A confirmation prompt will appear—select OK to finalize the closure. That’s it! The purchase order has now been successfully updated and closed.
  
  

PO UOM Conversions

• UOM Conversions

  UOM Conversions Overview (FM Only)

  Unit of Measure (UOM) Conversions allow items to be purchased using a different unit of measure than the unit the item is stocked in. This is useful when vendors sell products in larger packaged quantities, but inventory needs to be tracked in smaller individual units.
  
  For example, a company may purchase one 20-gallon drum of bleach but stock and consume that inventory by the gallon. UOM Conversions allow Inspired to automatically convert the purchased quantity into the correct stocking quantity during receiving.
  
  Key Information
  • UOM Conversions are maintained at the Item Master level.
  • Orders can use either the stocking UOM or any configured converted UOM.
  • Inventory is always stocked based on the Item Master’s stocking UOM.
  • Conversion Factors determine how purchased quantities convert into stocking quantities.
  • Multiple UOM Conversions can be maintained for the same item.
  • Units of Measure themselves are maintained by I.T. under the Admin menu.

  Setting Up a UOM Conversion

  1. Navigate to Warehouse → Item Master.
  
  
  2. Locate the item that needs a conversion. Click on the carrot icon and select Edit Item.
  
  
  3. Inside the Item Master record, click the UOM Conversions button. This will display all current UOM conversions for the selected item.
  
  
  4. Click on the Add New button.
  
  
  5. Select the From Unit of Measure, then enter the Conversion Factor. Click one of the Save buttons to save the record.

  Example 1: Bleach Purchase

  Item: BLEACH01
  
  Stocking UOM: Gallons
  Purchase UOM: Each (Drum)
  
  Conversion setup:
  1 Drum = 20 Gallons
  
  Configuration:
  • From Unit of Measure: Each
  • Conversion Factor: 20
  
  Calculation:
  1 × 20 = 20 Gallons
  
  When one drum is purchased and received, inventory increases by 20 gallons.

  

  

  Example 2: Plastic Bowls

  Item: PBOWL01

  Stocking UOM: Each
  Purchase UOM: Case
  
  Conversion setup:
  1 Case = 500 Each
  
  Configuration:
  • From Unit of Measure: Case
  • Conversion Factor: 500

  Calculation:
  1 × 500 = 500 Each
  
  When one case is purchased and received, inventory increases by 500 bowls.

  

  
  
  

  Purchasing Using UOM Conversions

  Once a UOM Conversion is created, Orders can be entered using either:
  
  • The Item Master’s stocking UOM
  or,
  • Any configured converted UOM
  
  During receiving, the system automatically converts the purchased quantity into the stocking quantity.
  
  Example:
  An Order is created for:
  5 Cases of Plastic Bowls
  
  Conversion:
  1 Case = 500 Each
  
  Calculation:
  5 × 500 = 2,500 Each
  
  After receiving, inventory will increase by 2,500 bowls, even though the purchase was made in cases.

  

  
  

  

  Important Notes
  • UOM Conversions only affect purchasing and receiving.
  • Inventory quantities always remain stored in the stocking UOM.
  • Conversion factors should be reviewed carefully before use.
  • Incorrect conversion factors will result in inaccurate inventory quantities.
  • UOM setup itself is maintained by I.T. under the Admin menu.
  • UOM Conversions are FM ONLY. THESE DO NOT APPLY TO FS.

PO Documents

• PO PDF
  Purchase Orders PDFs (POs) are official documents used to authorize the purchase of goods or services from a vendor. In the Inspired ERP system, PO PDFs help streamline internal purchasing workflows and serve as formal communication for vendor transactions.
  
  • PO PDFs can be generated from the Purchasing → Purchase Orders screen once a purchase order has been created, saved, and reviewed.
  
  There are two main types of PO PDFs:
  
  

  • Internal Purchase Order – designed for internal tracking, receiving, and reference purposes.
  
  • Vendor Purchase Order – formatted for external use and intended to be sent directly to the vendor as the official order request.
  
  • To generate a PO PDF, click the small black triangle under the Action column and select the Edit PO option (pencil icon). On the Change PO screen, click the PO PDF button near the bottom of the page.
  
  
  Here is an example snippet of what a generated PO PDF looks like:
  
  
  
  • If the vendor is linked to a contact file with a valid email address, clicking the Email button after generating the PDF will automatically send the document to the vendor—ensuring timely and accurate order communication.
  
  • Internal PO PDFs include important order details, such as vendor name, item descriptions, quantities, unit prices, total weight, and extended costs.
  
  • Once a PO is marked as Closed, its totals reflect completed quantities and received goods, making the PDF version a reliable reference for invoice verification and reconciliation.
  
  Using PO PDFs in Inspired ensures clear communication between your team and vendors, supports accurate receiving, and helps maintain organized documentation throughout the purchasing lifecycle.

• Vendor PDF
  A Vendor Purchase Order (PO) is the official document issued to a supplier when goods are ordered. It details product information, quantities, weights, pricing, and shipping instructions, ensuring vendors have clear direction on what to ship. The Vendor Purchase Order also provides totals for merchandise, quantity, and estimated weight, which helps both purchasing and warehouse teams manage procurement and inbound deliveries efficiently.
  
  Here is a sample of what Inspired's vendor purchase order PDFs look like, with the total quantities & weights at the bottom of the page:
  
  

  

  
  

  Purpose of a Vendor Purchase Order

  • Acts as the formal request for goods from a vendor.

   

  • Provides a detailed breakdown of product codes, descriptions, and standard weights.

   

  • Specifies vendor, buyer, ship-to, and invoice-to information for accuracy.

   

  • Ensures all parties (vendor, receiver, and accounting) have the same reference document.

   

  Vendor Purchase Order Document

  • Vendor Section: Identifies the vendor name & address.

   

  • Ship To / Invoice To: Outlines where goods should be delivered and billed.

   

  • Line Items: Includes quantity, U/M, product code, description, net weight, unit price, and extended cost.

   

  • Totals: Displays total merchandise cost, overall quantity, and estimated weight.

   

  Key Information on a Vendor Purchase Order

  • PO Number and Vendor ID – unique identifiers for tracking.

   

  • Buyer Details – the purchaser responsible for the order.

   

  • Dates – PO date and due date for delivery.

   

  • Product Details – code, description, unit of measure, and weights.

   

  • Pricing – per unit cost and extended totals for financial tracking.

   

  • Grand Totals – consolidated weight and merchandise values for easy reference.

   

  Best Practices

  • Review PO details before sending to vendors to confirm accuracy.

   

  • Use the PO as the primary reference document for both receiving and accounting.

   

  • Match shipments against PO details during receiving to ensure correct items and quantities are delivered.

   

  • Archive POs for compliance, vendor accountability, and audit purposes.

• Dock Copy
  A Dock Copy is a printed version of a purchase order (PO) designed to assist warehouse staff with receiving incoming goods. Unlike the Receiving Document, which is typically used during the formal receiving process, the Dock Copy can be generated even while a PO is still in Open status. When a Dock Copy is created, the system automatically generates both the Dock Copy and the Receiving Document together in the same PDF, giving warehouse teams everything they need to stage and process inbound deliveries.
  
  Inspired Dock Copy & Receiving Document Overview:
  The first page of the PDF displays the Dock Copy, which provides warehouse staff with a reference version of the purchase order for staging and receiving.
  
  

  

  
  The second page of the same PDF contains the Receiving Document, which is paired with the Dock Copy to support the actual receiving process. Below is an overview of how the Receiving Document appears:
  
  

  

  
  Purpose of a Dock Copy
  • Provides a warehouse-friendly version of a purchase order for quick reference at the dock.
  
  • Helps receiving staff identify what products are scheduled to arrive, including item codes, descriptions, and standard weights.
  
  • Allows teams to note down quantities and weights received as products are unloaded.
  
  • Serves as a pre-receiving document to prepare for inbound goods before the PO is fully processed in the system.
  
  Dock Copy and Receiving Document
  • Dock Copy: Can be printed while the PO is still Open; intended for planning and staging incoming orders.
  
  • Receiving Document: Generated at the same time as the Dock Copy in the PDF; used during the actual receiving process to confirm PO details and quantities.
  
  Key Information on a Dock Copy
  • PO Number, Vendor, Buyer, and Dates – identifies the purchase order and key parties.
  
  • Ship To and Invoice To details – shows where goods should be delivered and billed.
  
  • Product Information – including unit of measure, product code, description, and standard weights.
  
  • Entry fields for quantity received and weight received, allowing warehouse staff to record actuals during unloading.
  
  Best Practices
  • Use Dock Copies to prepare the dock team before a truck arrives.
  
  • Compare Dock Copies with actual deliveries to identify discrepancies early.
  
  • Transition to the Receiving Document when formal system receiving begins.