You have several options for creating or auto-generating a purchase order – this guide will cover how to create a blank purchase order, and how to choose the items you want to add to it. Click here to see a list of the other types of Purchase Orders you can create.
Creating a blank purchase order for manual product entry
1) Within the Back Office side menu, select Purchasing & Transfers, then Purchase Orders.
2) Click on the blue New button in the top left.
3) Check that Blank is showing under Purchase Order Type (it should be selected by default):
4) Select your store from the drop-down list:
5) Select the suppliers you would like to order from – you can select from one to all:
6) On the Forward Order Setup tab, you can add some additional settings to the items on your Purchase Order. For example, you can make the items on this Purchase Order available for preorder on your Ecommerce site:
7) On the Additional Information tab, you can change the title of the purchase order, and give it a supplier reference and a comment – these are optional. You can also override the due date for when you expect the shipment to arrive.
8) Click on Create Purchase Order(s) in the bottom right to create your purchase order. One order will be created for each of the suppliers you specified at Step 5.
Viewing and editing a purchase order
1) You'll be taken straight to your new, blank purchase order, which will look something like this:
2) To add items to the order, click in the Scan or type to search field, then scan the barcode or type in part of the ILC or description.
Or you can use the Search and Select Items button to open a list of items available from that supplier, with a full search at the top:
3) Select your items by ticking the selection box next to each item or click Select All in the top left to add the full search results.
You'll see a list of the item codes that you've selected so far underneath the grid.
4) Click Add Item(s) in the bottom right to add what you've selected so far to the purchase order.
5) On the main purchase order grid, you can use the Scan or type to search field to search your own database, or you can use the Search SIM button on the far right to search for items which exist in SIM from that supplier, but which do not already exist in your database:
Clicking Search SIM will give you a page like this:
6) Type in the term you want to search for, and you'll get some results like this:
7) Clicking on Import next to an item will present another window, where you need to set the department and category into which you'd like the item to import – type in the box to filter down the options, or scroll through the list:
8) Click on Import underneath the dropdown and the item will be imported into your database, and will also be added to the purchase order.
9) You can check the supplier stock, update the quantity to order, see the quantity on other orders, and update cost or pricing information for each of the items. Or you can remove an item from the purchase order by clicking on the red rubbish bin icon on the left.
Any changes you make to the purchase order will autosave, so we'd recommend giving it a final check once you've finished.
Items out of stock with the supplier?
If any of the lines on your purchase order are showing as Out of Stock (or with a red dot on smaller screens) next to the Supplier Part Code:
You can remove all of them from the purchase order by clicking on Actions, then Remove Out of Stock.
10) Once you're happy with the purchase order, click on Mark As Placed.
11) If you wish, at this point you can make further edits to the purchase order, either by changing quantities or by adding or removing items. You will see the Mark As Placed button has now been replaced by a button marked Receive Stock. Clicking this button will open the purchase order at the Goods In stage, where you can then receive the items into stock.
