No more going to multiple parties when sending and shipping products. Vagaro has simplified the process for you. Manage your inventory more efficiently. Organize your product sales. Create new Purchase Orders. Make changes to Purchase Orders. Keep track of all orders, and work with vendors in a much more convenient way.    

To create a new purchase order, follow these steps:

• Click Settings at the top of the page.
• Click Purchase Orders on the left side of the screen under Things We Sell.
• Click Create New.
• Once you're finished creating the order, click Send PO.

Remember, a vendor must have an email address and be assigned to a product if you want to send a Purchase Order to that vendor.      

Let's get started!

• Getting Started
• Creating a New Purchase Order
• Shipping to Business Address
• Shipping to Billing Address
• Shipping to New Address
• Changing the Vendor and Shipping Address
• Tracking Ordered Purchase Orders
• Tracking Received Purchase Orders
• Tracking Cancelled Purchase Orders  

1. Click on Settings at the top of the page. Next, click on Purchase Orders.

2. You have an option to filter the search when looking for a specific Purchase Order that has been created. You can search by All Statuses or by orders that have been Canceled, Ordered, or Received. You also can search by Date, Vendor, Employee, Purchase Number, or Status by entering them in the text box with the magnifying glass. For example, if the Vendor's name is Vagaro Support and you are just trying to pull up Purchase Orders with the Vendor's name, you can type this in the text box and search for orders with this Vendor name. Click Search when you are done applying your filters. 

Creating a New Purchase Order

3. Click Create New to create a new Purchase Order.

4. Type in the Purchase Order number and use the drop-down menus to select a Vendor, Brand, and Product Type. You also can use the drop-down menus to create the Purchase Order based on these options: Low Quantity Products or Quantity Less Than. Enter a number if you select Quantity less than.

5. Enter the specific amount you want to order in the Order Qty box. Enter this number for each product. You also can enter the Unit Price for the product. The total will automatically change when updates or changes are made to the quantity and price.

Notice the Max Qty column. With this function, the quantity will autofill to get to the amount that is needed to get to the Max Qty. In the example below, the Max Qty has been set to 50 and there is 4 in stock. Thus, the Order Qty is 46 since this is what's needed to get to the Max Qty.  

Click the Next button when you are done.

6. You have three options when it comes to where you want to ship the Purchase Order: Business Address, Billing Address, and New Address. Click on the Change link if you need to change where to send and ship the Purchase Order. 

Shipping to Business Address

7. Click on Business Address and click Next if you are using the same address as your business. This will take you directly to a screen where you will be able to view and send your Purchase Order.

Shipping to Billing Address

8. Click Same as Billing Address if you are using your billing address. Your Billing Address is the same as your address on the Billing Information page in Settings. Click Next after you have selected this option. This will take you directly to a screen where you will be able to view and send your Purchase Order. 

Shipping to New Address

9. Click Add New Address to add a new address. Next, enter your name, click on the drop-down menu to change it to the flag of the correct Country, enter the billing address, and type in a phone number. Click on the Next button when you’re done. This will take you directly to a screen where you will be able to view and send your Purchase Order.

Changing the Vendor and Shipping Address

10. Click on the Change link if you need to change where you want to send and ship the Purchase Order.

11. Click on the drop-down menu to change the Country of the Vendor where the order will be shipped. Next, type in the address of the Vendor, type in the Vendor's email (this is required when sending purchase orders through Vagaro), and enter the Vendor's phone. You also can change the address where you want to ship the order. You can ship it to your Business Address, Billing Address, or to a New Address. Click on the option you want and click Next when you are finished. 

 

12. Click Send PO when you are done reviewing your Purchase Order. Please keep in mind, you must click Send PO to make your Purchase Order valid.

13: You will get a pop-up stating that the Purchase Order has been sent to the email of the Vendor. Click Print if you would like to print a receipt for your records. Click No Thanks if you do not want to print.

 

14. Click on Print to get a physical copy of your Purchase Order.

15. You’ll be able to view your Purchase Order when you go back to the page displaying the complete list of your Cancelled, Ordered, and Received purchased orders.

 

Purchase Order with Ordered Status 

You will get these options when clicking on the Action drop-down menu of a Purchase Order that has been Ordered: View, Print, Email, Cancel Order, and Order Received.

Please note that a Purchase Order that has been ordered means it has been sent successfully. However, it has not been received by the Business from the Vendor.

Viewing Purchase Order with Ordered Status

This screen appears when you click on the View option when a Purchase Order has been ordered. Click Print to get a physical copy of the receipt.

Printing Purchase Order with Ordered Status

This screen appears when you click on the Print option when a Purchase Order has been ordered. Click Print to get a physical copy of the receipt.

Emailing Purchase Order with Ordered Status

This screen appears when you click on the Email option when a Purchase Order has been ordered. Type in the email address of the Vendor and click Send. The email will then be sent to the vendor.

The Vendor will receive an email that looks like this.

Cancelling Purchase Order with Ordered Status

This screen appears when you click on Cancel Order when a Purchase Order has been ordered. Click Yes to cancel the order. Use this option when you put in an order by mistake and want to stop the order.

Making Changes to Received Purchase Order with Ordered Status

This screen will appear when you click on Received Order when a Purchase Order has been ordered. A Purchase Order gets a Received Order status when it has been created and received.   

 

Click on Advanced Filters to search by Brand, Product Type, or Vendor.

You can adjust the Last Cost, Sell Price, and Quantity. You typically will make changes when the price or cost of the received orders don’t match the initial price and cost that was set when the order was sent. You also can change the Qty Alert number. The Qty Alert function gives you a notification that your product is low in quantity. For example, if the Qty Alert is set at 100, you will receive an alert when the number of your products gets to this number.

Another thing to keep in mind is that any decreases made to the Last Cost, Sell price, Quantity, and Low Qty Alert will display in Red. Increases will display in green. Unchanged numbers, costs, or prices will remain white.

You also can adjust the tax by clicking on the drop-down menu to the far-right. Click Save when you are done making the changes.

Purchase Orders with Received Status

Clicking on the Action drop-down menu when an item has been received will display the following options: View, Print, Email, Reorder and Delete.

This screen appears when you click on the View option when a Purchase Order has been ordered. Click Print to get a physical copy of the receipt.

 

Printing Purchase Order with Received Status

This pop-up appears when you select Print. Click print to get a physical copy of the receipt.

 

Emailing Purchase Order with Received Status

This pop-up appears when you select Email. Click Send to send an email to the Vendor.

 

The Vendor will receive an email that looks like this.

Reordering Purchase Order with Received Status

This pop-up appears when clicking on Reorder. This function allows you to reorder a product that has been created and received. You can adjust the quantity and price by entering the number in the boxes under the Order Qty and Unit Price columns, respectively. Any changes made will automatically display in the Total.

Please note: The PO# will change when you reorder a Purchase Order.

Click Next when you are done making the updates.

 

Click on the location where you want the order shipped, then click Next.

Click Send PO after reviewing the order.

Purchase Order with Canceled Status

Clicking on the Action drop-down menu when an item has been Canceled will display the following options: View, Print, and Delete.

This screen appears when you click on the View option when a Purchase Order has been ordered. Click Print to get a physical copy of the receipt.

Printing Purchase Order with Canceled Status

This pop-up appears when clicking on Print in the action drop-down menu for a Purchase Order that has been canceled. Click Print to get a physical copy of the receipt.  

Deleting Purchase Order with Canceled Status

Clicking on Delete in the action drop-down menu for a Purchase Order that has been canceled will bring you to this screen. Click Delete to delete the Purchase Order. You will get a message at the top of the screen verifying that the order has been deleted after you click Yes to delete.