Product purchase orders are usually created for the Warehouse, but they can be created for any device. So if a rep is being sent to pick up a specialty item from a supplier and put it directly onto their truck, this PO process can also be used for that.
- On the Main form open PO Products
- Add New
- Supplier: Select a Supplier/Vendor
- Date: Date Ordered
- Date Due: Fill in a desired Due Date/Delivery Date
- Ship Via: (optional) select from list if requesting a specific shipper
- Handheld: Typically select the Warehouse device would be selected so the inventory will be added to that device, but if it is going directly to another truck, that one can be selected. If Left Blank the inventory will go into the ‘generic’ inventory primarily used by warehouse distribution companies
- Non-HH Inventory 2 is in relation to the ‘generic’ inventory for warehouse distribution Do Not Use
- PO#: will automatically be generated
- Ordered by: will be automatically filled in as the user creating the PO
- Notes: (optional) This is for general notes you may wish to list, these will appear as notes on the invoice
- Quote#: (optional) If the supplier gave a Quote# for this order, fill it in here
- Office Notes: (optional) For internal use only. Does not print on PO
- Ready for Internal Review: If this should be reviewed by someone else before sending, check this box and it will be emailed for internal review
- Ready to Email PO to Supplier: Check when Done and Ready to send to the Supplier
- Emailed On: (Automatic) Automatically filled in when sent to supplier
- Emailed To: (Automatic) The email address that this was sent to. To resend, make sure the Ready To Email PO Supplier is still checked, then clear out the Emailed To field and save. The Auto-Emailer will resend the PO the next time it runs.
- Confirmation Date: Date is manually filled in when a response from the Supplier comes in to acknowledge receipt of the PO.
- Confirmed by: Name or email address of person who acknowledged the PO. (Manually filled in)
- Confirmed Shipping Date of: Date the acknowledgement said the items on this PO should be shipped (Manually filled in)
- Completed PO: This is checked AFTER the PO has been received upon. Do NOT check it when creating a PO
- Fill in (Leave the Ready TO Email UNCHECKED)
- click Add New to the Product Tab
- Type in part or all of the Product code then hit Tab
- If Part of the code was filled in
- Hit the drop down arrow to select the exact item
- Hit Tab
- If Part of the code was filled in
- Once the Product code is filled in, it will fill in
- Description
- Measurement
- Cost (NOTE… Cost is actually your default selling price, so you will want to change that to the purchase cost
- Fill in Quantity
- If adding another hit F10 (Record->Save & New)
- If Done hit F9 (Record -> Save & Close)
Now that it is done you can still review and edit any data.
- Record->Print Preview
- If the supplier has an Auto PO email address set, then check the
- The email address that it will be sent to is displayed in the top right of the PO Form next to the Complete PO checkbox
- If there is no email address
- click the OPEN button next to the Supplier Drop down
- this will open the supplier
- Go to the Contact Info tab
- Set up a contact with the Details of the email address
- Check Email PO
- Save and Close
- Ready To Email PO To Supplier
- (OR If desired, the PO can be opened to Print Preview and saved as a PDF and saved then manually attached to an email and sent)
- F9 (Record->Save & Close)
It will automatically email the supplier shortly.