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Purchase Orders - Manage

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Donna J
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On the Purchase Orders settings screen, you can set up and manage orders with your vendors. You can search for individual orders, filter by order status, and then manage your PO list with actions such as canceling, reordering, receiving orders, and printing and emailing order copies.

Related article: Purchase Orders – Create

 

  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
    Date must match the onscreen 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 the related article above for more on creating purchase orders.)

 

Purchase Order Status Options

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

 

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

actions_canceled_status.png
  • View - See an onscreen 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:

actions_ordered_status.png
  • View - See an onscreen 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.
  • Cancel Order - Cancel the order; the status changes to Canceled
  • Order Received - 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.

 

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

actions_received_status.png
  • View - See an onscreen 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.
  • 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

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    Holly Lehman

    It seems reasonable that the initial parameters would establish the starting list for the PO, but afterwards one should be able to add products manually.  It seems that we have to cancel, and manually change a Minimum Order QTY, and then start over, just to try to get a missing item to pull into the PO.  Is it not possible to use low qty minimum to populate the PO, but then add a few items manually?

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