Purchase Orders

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: This feature is available for all Vagaro businesses on the web, tablet, Pay Desk, or PayPro.

Add a Purchase Order

To add a new purchase order:

Go to Settings → Inventory → Purchase Orders.
Select Create New.
On the Create a New Purchase Order screen, provide the following information:
- PO #: Enter a purchase order number.
- Select Vendor: Choose the vendor you want to purchase from.
- Choose Brand: Choose the brand you want to purchase from the vendor.
- Select Product Category: Choose the Product Category to be purchased.
For the final dropdown list, select an option:
1. Based on average sales and usage per week (default).
  
  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.
  
  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.
Select Next.
Change the Order Qty and Unit Price for each product.

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.
Select Next.
You can change the vendor's info by selecting Change under Where do you want to send the purchase order?
Add your address to your purchase order.
Select Next.
Review the order summary and select Send PO to send the order to the vendor.

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

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

Update Your Purchase Orders

To update a purchase order:

Go to Settings → Inventory → Purchase Orders.
In the Search box, find your product by searching the date, vendor, or employee who made the order. 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 names are not case-sensitive and will take partial entries. Example: just "acme" instead of "ACME Cosmetics" or just "donna" for "Donna J."
In the All Status list, choose to show All Statuses, Cancelled, Ordered, or Received purchase orders.
Select Search. All orders that fit the criteria will be displayed.
You can sort the list on any column header, except Action, by selecting the heading text. Select the same heading again to reverse the sort order.
The Action menu options change depending on the Status of the Purchase Order.
- Canceled Orders
  - View : See an on-screen copy of the PO
  - Print : Print a hard copy
  - Delete : Remove the PO from the list
- Ordered - Options for a PO with a status of Ordered are:
  - 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. Select Save when you're finished.
- Received Orders
  - 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 for reordering.
  - 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 mark an order as partially received:

In the Inventory Management screen, select the Action menu next to a Product Order with the Ordered status, then select Order Received.

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

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.
Select Save. Vagaro will automatically detect that your business received less than what you ordered, and the pop-up window below will display.
In the Purchase Order Incomplete popup, select one of the options, then select Save.
- 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.
The Purchase Order will display the Partially Received status. When you receive the rest of your order, select the Action menu and select Order Received.
If you received all items in your shipment, review the product quantity, then select Save. If you did not, follow steps 2-5.