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Creating Purchase Orders

Before you attempt to create a purchase order, please ensure that you have created vendor profiles and assigned products to vendors. You can learn more about vendor profiles here. 

Things to know:

  • Once the setting "Allow Updating Cost of PO (Purchase Order) After Submission" is enabled, you can update the cost of a Purchase Order after it has been submitted, as long as the Purchase Order status has not yet changed to "Completed". 
  • When the "Allow Updating Cost of PO After Submission" setting is enabled, you can edit the following columns:
    • In the "Ordered" status: cost and shipping fee
    • In the "Checked-In" status: cost-related columns (cost, vendor discount, net cost, price, % margin), as well as add to retail, add to back bar, damaged/defective, and notes.
    • In the "Completed" status, all cost-related columns (cost, vendor discount, net cost, price, % margin) will be visible but not editable.
  • When the "Allow Updating Cost of PO After Submission" setting is disabled:
    • In the "Ordered" status, only the shipping fee column can be edited
    • In the "Checked-In" status, you can edit the add to retail, add to back bar, damaged/defective, and notes columns. The vendor discount, net cost, price, and % margin columns will not be displayed, and the cost column will be visible but not editable.
    • In the "Completed" status, cost-related columns (cost, vendor discount, net cost, price, % margin) will be visible, but not editable.
  • If access control to product quantity/price/cost is blocked, a '-' will be shown instead of the value.
  • Once a Purchase Order is submitted, it can be exported as a csv, printed or emailed to the vendor.

  • Fractional quantity can be added to purchase order allowing you to specify quantities in decimals rather than whole numbers. This is controlled by a hidden setting accessible only to the MyTime team. To activate this hidden setting, please contact our Support Team at support@mytime.com. Once this setting is enabled, you can add quantities in fractional amounts when the purchase order is in the following statuses:

    • Draft - When the purchase order is in draft status, you can add quantities using fractional amounts.

    • Check-In - You can add fractional quantities for retail and backbar inventory, as well as for damaged and defective items, when the purchase order is in check-in status.

  • Draft purchase orders will display the following information:

    • Quantity on Hand: Shows the current stock level in retail inventory

    • Max: Indicates the desired maximum stock level for optimal inventory management, used to calculate the reorder quantity.

  • For draft purchase orders, you can sort the data by product name in alphabetical order or by quantity on hand from least to greatest, and vice versa, by clicking the corresponding headers.

To create a purchase order:

  1. Navigate to POS > Inventory
  2. Select Purchase Orders from the left panel Purchase-Orders-MyTime (5).png
  3. Click Create Purchase Order button in the upper right corner Purchase-Orders-MyTime (6).png
  4. Choose a supplier from the Vendor list then select Next Purchase-Orders-MyTime (7).png
  5. Add products to your purchase order 
    • Option 1 - To add products, expand the product library at the bottom left of the page. Search for a product by using the product name, SKUs or barcode, then select the Product Name. (Important: If you choose Auto Generate PO after searching, it will override your search terms).
      Option 2 - Select Auto Generate - If you auto-generate a purchase order, we compare the max stock quantity to the current stock levels for a given location, and populate a draft order for you.
  6. Once the products are added, you can:
    • Add a PO ID
    • Invoice ID
    • Select payment method if multiple options were configured
    • Edit the quantity field to the amount you will order from the vendor
    • Edit the price field to the amount you will pay the vendor for the product. This price field does not change the cost saved in inventory.
    • Add a shipping fee - Shipping cost charged by the vendor
    • Add a note 
    • Click the trash icon next to each item to remove it from the purchase order
  7. You can submit the purchase order or save it as a draft 

Once submitted, you can export it as an excel or a PDF, print it, or email the PO to the vendor.

Purchase-Order-MyTime (16).png

 

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