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:

• The ability to create purchase orders is governed by the "Manage Purchase Orders" access control setting.
• Once the "Allow Updating Cost of PO (Purchase Order) After Submission" setting 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.
• If you have more than 1,000 vendors, only the first 1,000 will appear in the vendor dropdown list when creating a purchase order.
• Once a purchase order is submitted, it can be exported as a CSV, printed, or emailed to the vendor.

• Fractional quantities can be added to the purchase order, allowing you to specify quantities in decimals rather than whole numbers. This is controlled by the "Enable Fractional Quantities" setting. 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.

• You can filter the Purchase Orders page by location, status, and vendor to help narrow down your view. Below is a breakdown of how each filter works:
  • Location Filter:
  • You can only filter by one location at a time. 
  • Use this to view purchase orders associated with a specific location.
  • Status Filter:
  • You can filter by a specific status or choose to view all statuses. The available options are:
  • All Statuses
  • Draft
  • Requested
  • Ordered
  • Checking In
  • Completed
  • Canceled
  • Vendor Filter: 
  • You can filter by a specific vendor, or choose to view purchase orders from all vendors. This helps quickly find orders associated with a particular supplier.

To create a purchase order:

1. Navigate to POS > Inventory
2. Select Purchase Orders from the left panel 
3. Click the Create Purchase Order button in the upper right corner 
4. Choose a supplier from the Vendor list, then select Next
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: Auto-Generate Purchase Orders - Automatically create draft purchase orders using one of the following methods:
   • By Max Quantity: Compares the current stock levels to the maximum quantity set for each SKU at the selected location. A draft purchase order is generated to replenish stock up to the max quantity. Learn more here.
   • By Forecast: Uses predictive analytics based on seasonality, business trends, and SKU popularity to estimate demand and generate a draft purchase order accordingly. Learn more here.

      

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.

Learn More:

• Email / Print / Export Purchase Order
• Receiving Purchase Orders 
• Reopen Closed Purchase Orders
• Purchase Order Auto Generate Feature and Searching for Products