A purchase order workflow has three main steps:

  1. Create a purchase order.
  2. Send the purchase order to the vendor.
  3. Receive the purchased items.

NOTE: You can batch import items into a purchase order.

Purchase orders are also designed to include key fields, such as Subtotal, Total, Ordered Total and Received Total, making them helpful and intuitive to use during your purchasing process.

Key fields in the Check In Summary and Costs sections

It's important for our retailers to see the subtotal of their purchase orders and the quantity and cost of all ordered items in comparison checked-in items. With this need in mind, along with having shipping, discounts and credits fields, purchase orders are designed to include the following key fields in their Check In Summary and Costssections:

  • Ordered Total: The a sum of the cost of all ordered items before the discount, shipping charges and/or credits are applied. Also, when you click Print Order, this field is included in the document.
  • Received Total: The sum of the cost of checked-in items before the discount, shipping charges and/or credits are applied. As you check-in items and save the PO, this field is updated. Also, when you click Print Order, this field, along with the Received Quantity of each item, is included in the document.
  • Subtotal: The sum of the cost of all ordered items before the discount, shipping charges and/or credits are applied.
  • Total: The sum of the cost of all ordered items after the discount, shipping charges and/or credits are applied.

1. Creating a purchase order

  1. From the main menu, click Inventory > New Order.
  2. For multi-store accounts, under Status, select the shop you're creating the purchase order for. The shipping address for the shop you select appears on the purchase order.
  3. Under Details, select the vendor. If the vendor isn't listed, you can create them by entering the name of the vendor and clicking + Add.
  4. Click Save Changes.
  5. Add the items you need, including special order items, to the purchase order, using one of these methods.

. Sending a purchase order to the vendor

  1. From the main menu, click Inventory > Purchase Orders.
  2. Find the purchase order in the list and click it. NOTE: You can filter the list by vendor or shop.
  3. Submit the purchase order.
  4. After you submit the order, click the Ordered button at the top of the screen, or select Ordered from the Status list.

3. Receiving purchased items

  1. From the main menu, click Inventory > Purchase Orders.
  2. Find the purchase order in the list and click it.NOTE: You can filter the list by vendor or shop.
  3. At the top of the order, click Check In, or select Check In from the Status list.
  4. Check-in your items by using on of the methods below:
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