Overview

• Purchase Orders
  Create and maintain POs for the purchase of both items and services. 
  
  

  Key Features:

  PO Attachments 
  PO Notes
  PO Cloning 
  Past Purchase List Shopping 
  
  

  PO Documents: 

  PO PDF: A PDF containing all of the purchase order's details
  Vendor PDF: An identical copy of the PO PDF that can be sent automatically to a vendor's contacts 
  Dock Copy: A PO Receiving document that lists all expected items with blank quantities to fill in as receiving takes place

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
  Maintain various UOM Conversions in order to purchase items using a different UOM than the UOM to be stocked.  
  
  Example: Purchase one twenty-gal drum of bleach, while stocking twenty gallons in inventory.  
  
  
  1. Go to the Warehouse Menu and click on the Item Master Sub-Menu
  
  
  
  2.  Click on the Carrot icon and then the Edit Item icon next to the item of choice 
  
  
  
  3. Click on the UOM Conversions button 
  
  
  
  4. Click on the Add New button
   
  
  
  5. Select a From Unit of Measure (Each/Bin/Case), then enter the Conversion Factor and click on one of the Save buttons to save the record 
  
  

  Example 1: BLEACH01

  Item Master Stocking UOM: GALLONS 
  Purchase UOM: EACH(Drum) 
  
  Each to Gallons(Stocking UOM) Conversion:
  (1 Each(Drum) = 20 gallons)
  
  From Unit of Measure: Each 
  Conversion Factor: 20 
  
  1 x 20= 20 Gallons 
  
  
  
  
  
  
  

  Example 2: PBOWL01

  Item Master Stocking UOM: EACH 
  Purchase UOM: CASE 
  
  Case to Eaches(Stocking UOM) Conversion:
  (1 Case = 500 eaches(Bowls))
  
  From Unit of Measure: Case 
  Conversion Factor: 500 
  
  1 x 500 = 500 Eaches 
  
  
  
  
  
  
  

  Purchasing Using UOM Conversions:

  Once a uom conversion has been established, items can then be purchased using that newly associated unit of measure, or the stocking unit of measure.  However, items will be automatically stocked based off of the Item Master's Stocking UOM, regardless of purchase UOM.
  
  Example:Purchase 5 cases of plastic bowls (500 bowls per case)
  2500 bowls will be stored in inventory
  
  
  
  
  
  
  
  
  
  Note: Units of Measure are maintained under the Admin Menu by I.T.