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.

Things to Know:

You can filter purchase orders by status using the Purchase Order Status dropdown filter on the Purchase Order page. This feature allows users to sort POs by a specific status easily. The available options include:

• All Statuses
• Draft
• Ordered
• Requested
• Checking In
• Completed
• Canceled

During the check-in flow, you can:

• Add Products/SKUs to Purchase Order During Check-in
  
• Add Vendor Discount to Products During Purchase Order Check-in
• Update Sale Price & Cost During Purchase Order Check-in
• Cancel Check-In
• Complete Check-In  

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 

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

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

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.

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 

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

4. Click on the hyperlink next to any product in the vendor discount column

5. Enter the discount you received from the vendor

6. Save 

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

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.

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 

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

4. To edit cost:

• Click on the hyperlink in the cost column next to any product
• Enter the desired cost in the modal                       

• Save
• Confirm the update of the vendor SKU                                                                                                                                    

5. To edit the price:

• Click on the hyperlink in the price column next to any product
• Enter the desired price in the modal 

• 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:

To complete check-in:

1. Select the Receive All button to check-in in bulk or add the quantity received for each item manually  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.