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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 Purchase-Orders-MyTime (1).png

3. From the Purchase Order screen, click Check-In Order Purchase-Order-MyTime.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. Purchase-Order-MyTime (1).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 Purchase-Orders-MyTime (2).png

3. From the Purchase Order screen, click Check-In Order Purchase-Order-MyTime (2).png

4. Click on the hyperlink next to any product in the vendor discount column Purchase-Order-MyTime (3).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. Purchase-Order-MyTime (5).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. Purchase-Order-MyTime (6).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
  • When you check in a purchase order, it will add a shipment to inventory with the new cost
  • 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 Purchase-Orders-MyTime (3).png

3. From the Purchase Order screen, click Check-In Order Purchase-Order-MyTime (7).png

4. To edit cost:

  • Click on the hyperlink in the cost column next to any product Purchase-Order-MyTime (8).png
  • Enter the desired cost in the modal                       

      28457646-261037482e6bd57126d1bbfd02e3e429.png                

  • Save
  • Confirm the update of the vendor SKU                                                     752.png

5. To edit the price:

  • Click on the hyperlink in the price column next to any product Purchase-Order-MyTime (9).png
  • Enter the desired price in the modal 

    Purchase-Order-MyTime (10).png

  • Save

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

Cancel Check-In

You can cancel the check-in of a purchase order. This section will walk through the process of how to cancel check-in.

Things to know:

  • Clicking 'Cancel Check-In' will:
    • Update the purchase order status to Ordered
    • Remove the products listed on the purchase order from inventory if they have been checked in

To cancel check-in: 

1. Select the 'Cancel Check-In' button at the top of the purchase order

2. Once selected, the status of the purchase order will revert to the 'Ordered' status and the option to 'Check In Order' will be visible

Complete Check-In 

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

Things to know:

  • When you check in your purchase order, all products are checked in as retail by default, regardless of whether the retail or back bar checkbox is checked on the inventory page. You can, however, specify whether the system should use the retail/back bar checkboxes for purchase order item restocking.
  • The use of the back bar and retail checkboxes for purchase order item restocking is controlled by a hidden setting that can only be enabled by the MyTime Team. To enable the hidden setting, please contact our Support Team at support@mytime.com. When this option is enabled, your products will default to retail only if they are:
    • checked for both back bar and retail
    • not checked for either retail or back bar
    • only checked for retail 
 

To complete check-in:

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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