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Receiving Purchase Orders

When your vendor's shipment arrives, you can check it in and update your inventory. In this article, we will go over the check-in procedure.

During the check-in flow, you can:

Add Products/SKUs to Purchase Order During Check-in

You can add items that were not originally ordered during the check-in flow in case the vendor sends you extra items. 

Things to know

  1. The products added during check-in will be highlighted, and the ordered quantity will be zero. However, you can add retail or back bar quantity. 
  2. If the product is already added to the purchase order, it will not be seen in the product selector.

To add products/SKUs while checking in purchase orders:

1. Locate the Order

2. Click the View button to open the order 28458352-175fe01605458cd0ee5ba11117136102.png

3. From the Purchase Order screen, click Check-In Order  ololol.png

4. To add products/SKUs that were not originally ordered, select the "product selector" link at the bottom left of the page. 

26067173-6d0105fbd5ea7654a61c49dfbab384dd.png

5. Select the products you want to add when the Product library opens

6. The newly added products will be highlighted, and the ordered quantity will be zero. However, you can add retail or back bar quantity.  kkkkkkkkkkkkkkkkkkkkkkkkkk.png

Add Vendor Discount to Products During Purchase Order Check-in 

During check-in, you can apply a vendor discount to the whole purchase order or to specific products.

Things to know:   

  • The "Allow Updating Cost of PO after submission" setting must be ON 
  • The "Access Inventory Costs" access control permission must be set to EDIT
  • The discount value can only be expressed as a percentage 

To add vendor discounts during the check-in flow:

1. Locate the Order

2. Click the View button to open the order discount_22.png

3. From the Purchase Order screen, click Check-In Order  dis34.png

4. Click on the hyperlink next to any product in the vendor discount column 28457243-f0129a9d01c2c02419dd7cbd10320d8d.png

5. Enter the discount you received from the vendor

28457327-1352ee8e76dc6e4775118ec0050f1d04.png

6. Save 

7. Next, select the "Apply All" hyperlink if you want the discount to apply to all products in the purchase order. uuiopp.png

In the preceding example, I applied a 10% discount to the $40, resulting in a discount of $4. The total net cost is $40 - $4, which equals $36.  28457527-fac32b2cc085a5161d1dd654f4822c83.png

Update Sale Price & Cost During Purchase Order Check-in

Things to know:  

  • The "Allow Updating Cost of PO after submission" setting must be ON
  • Price and Margin columns are only visible if "Accessing Inventory Costs" and "Accessing Inventory Price" access permission is set to VIEW 
  • Price and Margin columns are only editable if "Accessing Inventory Costs" and "Accessing Inventory Price" access permission is set to EDIT 
  • When a price is updated on the purchase order it will update the price for the SKU at that location
  • If multiple staff members open the purchase order and make price changes, the most recent price change takes precedence.
  • Whenever a purchase order is loaded, the price will be reloaded to be as up-to-date as possible
  • Formula for % Margin = 100 * ((purchase order item price - purchase order item net cost) / purchase order item price)

To update product sale price and cost during the check-in flow: 

1. Locate the Order

2. Click the View button to open the order discount_22__1_.png

3. From the Purchase Order screen, click Check-In Order  dis34__1_.png

4. To edit cost:

  • Click on the hyperlink in the cost column next to any product  yyyyyyyyyyyyyyyyyyyyyy.png
  • Enter the desired cost in the modal                              28457646-261037482e6bd57126d1bbfd02e3e429.png                
  • Save
  • Confirm the update                                                        752.png

5. To edit the price:

  • Click on the hyperlink in the price column next to any product  iiiiiiiiiiiiiiiiiiiiiii.png
  • Enter the desired price in the modal                            28457723-0cf869ffc322a68892904c9a88265e30.png
  • Save

Once you have made your changes, the net cost and % margin will be updated.

Complete Check-In 

You are now ready to complete check-in after adding products, vendor discounts, and updating the product sale price and cost. To do this:

1. Select the Receive All button to check-in in bulk or add the quantity received for each item manually lopoouiuu.png 2. Complete Check-In 

3. Confirm the items  

4. Select the Complete Check-In button on the modal

 

The following will take place:

  • The product quantity, price, and cost will be updated in the inventory  
  • The update will be reflected on the Inventory and Inventory Adjustment reports

Please contact our Support Team at support@mytime.com if you have any questions.

 

 

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