Purchase Order
HeaderHomepage
Select + Add from Purchase Orders screen.
Edit or enter information as needed in PO Header
See below for explanations of fields in PO Header
At the bottom, select +Add Product(s) button to add to your PO.
(scroll for more information)Select Save.
To see Exports, scroll down.
Field | Definition | Field | Definition |
|---|---|---|---|
Status | Proposed, Open, or Closed. Purchase Orders start in Proposed Status. Once PO is placed with Supplier change Status to Open. | Ship By Service Level | Select from drop down. |
PO Number | Non editable field. Pulls number from sequence series. | Discount Amount | Enter a one time discount dollar amount that applies to this PO. This amount does not carry over to the invoice. Must be entered in Proposed status. |
PO Date | Defaults to current date. Edit by clicking into field and selecting date from calendar. | Discount Percentage | Enter a one time discount percentage that applies to this PO. This amount does not carry over to the invoice. Must be entered in Proposed status. |
Reference Number | For use if you have an external PO number. | Total | Total cost of PO. |
Supplier | Company you are ordering product from. | Buyer | Creator of PO. May be changed by selecting drop down. |
Expected Arrival | Set an expected arrival date. Click in to field and use calendar. Optional. | Store Billing Address | Pulls from Store Setup. Can be edited in PO is proposed status. Changes made on the PO do not change the information in Store Setup. |
Ship By | Set a ship by date. Click in to field and use calendar. Optional. | Store Delivery Address | Pulls from Store Setup. Can be edited in PO is proposed status. Changes made on the PO do not change the information in Store Setup. |
Cancel After | Set a cancel after date. Click in to field and use calendar. Optional. | Comments | Enter additional information that does not fit elsewhere. |
Ship by Preference | Select shipping company from drop down, |
Purchase Order
Buttons
Button
Definition
Button
Definition
Add Product
Button used to search for and add products to PO detail. Located in Header and Detail.
Delete PO
“Are you sure you want to delete this Purchase Order?” Pop up will appear then select Cancel or Delete accordingly.
Export PO
Change PO Status to Open and Save. Then select this button for PDF doc of PO. Upon selection, a popup will appear asking if you would like to include retail in the export. Select/Deselect and select OK.
View Supplier Discount
If Supplier has Discounts attached to Supplier and Product record, use this button to view.
Export CSV
Save
Located in top right corner and at the bottom of the screen.
Purchase Order Add Product(s)
Select + Add Product(s), from header or detail.
Enter search criteria to locate product(s).
Select or unselect, Show with term. If selected, you are able to use the Filter by selected terms dropdown .
Select one or more products, by checking the check box, along the left of the items.
Select OK, in the lower right corner, to add product(s) to PO.
Purchase Order Detail Line
Field | Definition | Field | Definition |
|---|---|---|---|
SKU | The system assigned, unique identification number for a product. | Cost | Cost of item, pulls from Product Maintenance. To solve for this, select with the dial button above it. |
Term | If the product is attached to a term the term will display. | Margin | Margin of item, pulls from Product Maintenance. To solve for this, select with the dial button above it. |
Author/Title or Description | Book products display Author/Title. GM products display Description. | Retail | Retail of item, pulls from Product Maintenance. To solve for this, select with the dial button above it. |
Size/Copyright | GM products display Size. Book products display Copyright. | Units Per Package | GM only. Pulls from Product Maintenance |
Type | Displays what type of product: New Text, Used Text, Trade, or GM. | Qty | How many of the product you want to order. |
Color/Edition | GM products display Color. Book products display Edition. | Req Qty | The same as Qty, unless units per package is not 1. Example: units per package is 6 and qty is 2, req qty is 12 (6*2) |
Catalog #/ISBN | GM products display Catalog #. Book products display ISBN. | Total | Total dollars per line. Cost * Req Qty. |
Exports
Select Exports dropdown from Purchase Orders home screen.
You have 3 reports to select: Export Outstanding Credit Requests, Received Not Yet Invoiced, and Open Purchase Order Products.
Choose the report you would like to use, a pop up will appear. (see examples on right) Select criteria you would like the report to run for.
Select Export and select PDF or CSV.
Report examples:
Export Outstanding Credit Request -
Received Not Yet Invoiced Report -
Open Purchase Order Products Report -
Purchase Order Buttons
Button | Definition | Button | Definition |
|---|---|---|---|
+ Add Product | Button used to search for and add products to PO detail. Located in Header and Detail. | Delete PO | “Are you sure you want to delete this Purchase Order?” Pop up will appear then select Cancel or Delete accordingly. |
Export PO | Change PO Status to Open and Save. Then select this button for PDF doc of PO. Upon selection, a popup will appear asking if you would like to include retail in the export. Select/Deselect and select OK. | View Supplier Discount | If Supplier has Discounts attached to Supplier and Product record, use this button to view. |
Export CSV | Export an excel sheet of products and quantity on the purchase order. | Save | Located in top right corner and at the bottom of the screen. |
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Note: To remove a product line from the purchase order, select the garbage can icon, on the far right of the product line. |
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