Purchase Orders
To set up purchase orders go to Settings > Inventory > Purchase Orders.
Purchase Orders List
The Purchase Orders page defaults to the Purchase Orders List table. The vendor and order details are shown in this table.
- Search Bar
- Key in the information you are looking for on the search bar and matching information will populate the table
- Actions button
- Use this button to add or create new purchase orders.
- Purchase orders are also deleted using this button.
- The Vendors List has 5 columns.
- Number – purchase order number
- Vendor
- Vendor Invoice Number
- Status
- Created By
- Amount
- Sort the purchase orders list
- Click on the column header to sort the list according to the selected category.
- List Per Page
- Select the number of items to be displayed per page. Options to choose from are 15, 25, 50
- Use the arrow buttons to move from one page to another.
Create a New Purchase Order
- Click on the ADD NEW button.
- Fill in the item details on the Add Purchase Order window. Fields with (*) are required.
- Purchase Order Details
- Purchase order #
- Purchase Order Details
- Vendor Details
- Select Vendor* – select from the drop-down list. Create a vendor first if it is a new one.
- Email – auto-populates if the information is provided on the vendor profile.
- Mailing Address – auto-populates if the information is provided on the vendor profile.
- Vendor Invoice # – edit the purchase order when this has been provided by the supplier.
- Shipping Details
- Vendor Details
- Add the items to be purchased.
- Click on the parts and services search field.
- Search for and click on the item to be purchased. The details of the selected item will be added to the table.
- If the product is a new one, create an inventory or non-inventory record first.
- To remove an item, click the X button to the right.
- Add the quantity to be purchased.
- If needed, update the product description and unit price.
- Add all items to be purchased from the vendor.
- Add any notes or messages for the vendor such as special delivery instructions.
- Totals and tax
- The Subtotal and Total fields will auto-populate.
- Set the Tax.
- Click on ADD inside the tax field.
- Select the applicable tax rate. Create a new tax rate if needed.
- Save the applicable tax.
- Save the purchase order. This will be added to the Purchase Order list.
Edit a Purchase Order
- Find the order from the list and click on it to open the Edit Purchase Order window.
- Update the details.
- Save the changes.
Delete a Purchase Order
- Find the purchase order or orders to be removed.
- Tick the checkbox to the left.
- Click the actions button and select Delete.
- The deleting confirmation window will come up. Select Yes to continue, select No to cancel the action.
- The purchase order will be removed from the list.