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Purchase Orders

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Jamie Bennett
  • Updated

The Purchase Orders feature lets you easily create, manage, and track purchase orders and work with vendors. With Vagaro, you can order new products and ship them to your business when your stock is low. It's easy to set up and lets you focus on your business!

Prerequisites

Available for all Vagaro businesses.

This article will show you how to Create a New Purchase Order, Manage Purchase Orders, and Receive Partial Orders.

Create New Purchase Order

  1. Navigate to Inventory Management:

    • Web: From the Calendar screen, hover over Settings → Inventory, then click Management.

    • Tablet and Pay Desk: Log in to Vagaro Pro and tap the Inventory tab at the bottom of the screen.

  2. Click Create New.

  3. Fill in the fields on the Create a New Purchase Order screen:

    • PO #

    • Select a Vendor from the list

    • Accept All Brands or select individual brands for the order

    • Accept All Product Types or select from the list

      create_po_popup.png

  4. The order criteria field has three choices:

    new_po_qty_choices.png

    1. Based on average sales and usage per week (default).

      new_po_avg_qty.png

      With this option, the system calculates the quantity needed for the Order Frequency period (which you enter). The calculation is based on your product buying/selling history for the last 12 weeks. It considers the average number sold and used per week, your vendor's minimum order quantity/increment, and the order frequency.

    2. Low Quantity Products.

      This option looks at your setting for a Low Qty Warning and, if you have less of a product in stock than the warning level, adds a quantity that will bring your inventory to the Max Qty level, rounded up to meet the vendor's Min Order Qty.

    3. Quantity less than.

      new_po_qty_less_than.png

      When you select this option, a box displays where you can enter a number. The system then populates the PO with products with an In Stock quantity less than the number you enter, rounded up to meet the vendor's Min Order Qty increment.

  5. Click Next.

  6. On the Purchase Order screen, you can change the Order Qty and Unit Price from what the system calculates.

    qty_less_than_po_2.png
    avg_sold_used_po_2.png

    Important

    Changing the Unit Price on the purchase order will change the Business Cost of the product when you've marked your order as Received.

  7. Click Next.

  8. You can change the vendor's info by clicking Change under Where do you want to send the purchase order?

    PO_where_to_send.png

  9. You have three options for shipping the order: Business Address, Billing Address, and New Address.

  10. Click Next.

  11. Review the order summary and click Send PO to send the order to the vendor.

    send_po_button.png

The Purchase order sent screen confirms your order. Click Print to get a paper copy or No Thanks if you don't want to print a copy.

purch_ord_sent.png

From the main Purchase Order screen, you can view and manage all your purchase orders.

Manage Purchase Orders

  1. Navigate to Settings → Things We Sell → Purchase Orders.

    settings_TWS_purch_ord.png

  2. You can Search by Date, Vendor, or Employee.

    PO_screen_search_bar.png

    The date must match the on-screen date format: i.e., Jan-26-2021 or Jan-26 (Jan 26 will not work).

    Vendor and Employee are not case-sensitive and will take partial entries. Example: just "acme" instead of "ACME Cosmetics" or just "donna" for "Donna J."

  3. Select a Status from the drop-down list or use the default of All Statuses and click Search.

    The Purchase Orders list shows the order Date, Vendor, Employee, PO #, Status, and an Action menu.

    main_PO_screen.png

  4. You can sort the list on any column header, except Action, by clicking the heading text. Click the same heading again to reverse the sort order.

  5. Click Create New to create a new purchase order. (See Create New Purchase Order, above.)

  6. The Action menu options change depending on the Status of the Purchase Order.

    1. Canceled PO - Options for a PO with a status of Canceled are:

      actions_canceled_status.png

      • View - See an on-screen copy of the PO

      • Print - Print a hard copy

      • Delete - Remove the PO from the list

    2. Ordered - Options for a PO with a status of Ordered are:

      actions_ordered_status.png

      • View - See an on-screen copy of the PO

      • Print - Print a hard copy

      • Email - Send a copy of the PO to the vendor (default) or another email address; the email presents as a new purchase order.

      • Download- Download this PO as a CSV or PDF.

      • Cancel Order - Cancel the order; the status changes to Canceled

      • Order Received - This takes you to the Inventory Management screen, where you can update the quantity of the product you received from the Vendor. Click Save when you're finished.

    3. Received PO - Options for a PO with a status of Received are:

      actions_received_status.png

      • View - See an on-screen copy of the PO

      • Print - Print a hard copy

      • Email - Send a copy of the PO to the vendor (default) or another email address

        The email presents a new purchase order.

      • Download - Download this PO as a CSV or PDF.

      • Reorder - Start a new PO to the vendor for the products in this order. If there is more than one product, the new order will only include products that meet the criteria to reorder.

      • Delete - Remove the PO from the list

Note

A Reorder will use the same criteria as the original order. Those choices are:

  • Based on average sales and usage per week

    With an entry for Order Frequency (how many weeks the order will last)

  • Low Quantity Products

    Uses the Low Qty Warning inventory field

  • Quantity less than

    Uses the quantity you enter when creating the PO

Receive Partial Orders

If you receive a Purchase Order without the entire product amount that was purchased, you can set the Purchase Order as Partially Received.

To learn how, follow the steps below.

  1. Click the Action menu next to a Product Order with the Ordered status.

    Select Order Received.

    actions_ordered_status.png

    You will be redirected to the Purchase Order screen, where you can review the details of your order.

    received_order_web_2x.png

  2. Enter the product amount in the Quantity field for any items ordered. If this amount is lower than the original purchase amount, this field will display Red.

    lower_amount_web_2x.png

    Note

    If you received an order with a product amount greater than what you ordered, you can enter this amount in the Quantity field. This will display as Green.

    received_more_web_2x.png

  3. Click Save.

  4. Vagaro will automatically detect that your business received less than what you ordered, and the pop-up window below will display.

    partially_receive_order_web_2x.png

    Select Partially Receive Order if you are waiting for a shipment with the rest of the product.

    Select Complete Order if you will not receive the rest of the order.

    Click Save to continue.

  5. The Purchase Order will display the Partially Received status. When you receive the rest of your order, click the Action menu and select Order Received.

    action_menu_web_2x.png

  6. If you received all items in your shipment, review the product quantity, then click Save. If you did not, follow steps 2-5.

The Purchase Order will now display as Received.

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