Retail POS Software Manual

15. Creating Purchase Orders

There are three screens where you can manage Purchase Orders:

Purchase Orders

Item Purchase Orders

Purchase Order Details

Select the Purchase Orders Screen to either Auto Purchase Order or create purchase orders manually. To create a new Purchase Order using the Purchase Orders Screen, the steps are:

Step 1:
To Add a new purchase order, click the Add button (the button with the Plus sign on it). The Purchase Order Popup will appear where you can enter a purchase order. Then press the OK button to save the record.

After recording the new Purchase Order, the Purchase Orders screen will then be populated with the information entered.

Step 2:
Next, Add Items to the Purchase Order, by pressing the Add Item button or the Add button with the Plus sign on it at the bottom of the screen.

After adding items, the Purchase Order Screen will be updated with the Total Due Amount and the Balance. The PO Freight Charge and the PO Taxes are also included in the Due Amount.

NOTE: The Paid Amount will always show 0.00, as the Payments for Purchase Orders are not recorded.

Print the Purchase Order after all the items are added to the PO: To preview and/or print, press the animated blue View Purchase Order... button next to the Add Item button.

In the Purchase Order screens, where the button is enabled/present, you can also do the following:

1. To Modify an existing purchase order (a previously added or searched for record), press the Modify button (the button with the Pen on it). The Purchase Order popup will appear where you can modify the information. Then press the OK button to save changes.



2. To Delete a purchase order, select the record in the grid and press the Delete button (the button with the X on it). If the Purchase Order has dependencies, you will not be able to delete it. Otherwise, you will have to confirm and the record will be deleted.



3. To Search for a purchase order, press the Find button (the button with the Magnifying Glass on it). The Search popup will appear where you can enter a criteria and press the Search button: If no criteria is entered, all the records will be returned. Select a record in the grid and press the OK button. Then, the Purchase Order Detail grid will be populated for the selected purchase order. For more info on how to do a search, refer to 23. Tips and Techniques.

Purchase Orders Screen

Select the Purchase Orders from the Module List on the left-side of the Screen: The Purchase Order screen will be displayed. The purpose of this screen is to Add, Modify or Search for a Purchase Order. You can then:

Create a New Purchase Order

Search for an existing Purchase Order

Record PO Received - For more information, refer to 20. Receive Purchase Orders.

Auto Purchase Order

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Item Purchase Orders Screen

This is where you can view all the Items and Purchase Order Details in one screen. You can also Go to a Record by pressing the button with two Arrows on it.

At this point, one or more of the followings can be done:

1. Search for an Item.
2. Add or Modify a selected Item in the list.
3. Reconcile Stock Level for an Item if an adjustment to the Stock is required after an Inventory count. To do so, you must press the Reconcile Stock Level button with the Scales on it.

When an Item in the list is selected, the corresponding Purchase Order Details are populated in the second grid. You may want to:

1. Modify or Delete a selected Purchase Order Detail.
2. View or Modify a Purchase Order for a selected PO Detail.

The list of items and the purchase order detail for a selected item can be exported to a .CSV file by pressing the Export List button. A .CSV (Comma Separated Values) file is a popular delimited text file format where a comma delimits fields. You can easily view .CSV files using MS Excel or other spreadsheet programs.

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Purchase Order Details Screen

This screen displays all the Purchase Orders with PO Details. You can Go to a Record in the list.

A Purchase Order can be Added, Searched for or Modified. If there are no Purchase Order Details for the selected Purchase Order, it can be Deleted if desired. By selecting a Purchase Order in the list, the corresponding Purchase Order Details are populated in the second grid.

You may need to Add, Modify or Delete a Purchase Order Detail. For modifications and deletions, a PO Detail must be selected first. Any changes to the # Ordered will alter the Item’s Units on Order and Stocked. The software will update these values accordingly.

The list of purchase orders and the purchase order detail for a selected PO can be exported to a .CSV file by pressing the Export List button. A .CSV (Comma Separated Values) file is a popular delimited text file format where a comma delimits fields. You can easily view .CSV files using MS Excel or other spreadsheet programs.

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The Automated Purchase Order Popup

You can automatically attach low-stock items to a Purchase Order using this popup. You will be allowed to Add, Modify or Search for a Purchase Order.

The software will select all Items that satisfy the following Criteria:

1. The items should have low stock: The total of Unit In Stock and Units On Order must either be below the Reorder Level OR simply be zero.

2. They must have the same SupplierID as the one in the Purchase Order selected.

3. The UnitsToReorder criteria - You can choose one of the following options:

• Ignore the items that are assigned with a zero Units To Reorder value.
• Include the items with a zero Units To Reorder and Assign a default Units To Reorder value to them.

4. The Discontinued criteria - You can choose one of the following options:

• Ignore the items that are flagged as Discontinued.
• Include the Discontinued items.

For your convenience, you can View Low Stock Items - This list includes all the low-stock items grouped by their default Supplier and the Discontinued flag.

By pressing the OK button, the request will be processed and the items will be added if the above criteria are satisfied.

You can access this tool from the Purchase Orders screen or the Auto Purchase Order command in the Tasks menu.

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The Purchase Order Popup

You can use this popup to add a Purchase Order. A similar popup can be used for modifications.

The Order Date, PO Tax Rate and PO Notes will be populated with default values. You must select a Supplier. This can be done by Adding or Searching for a Supplier.

You will be required to enter some information in the Add Purchase Order screen. By pressing the OK button, the Purchase Order will be recorded. The Purchase Order screen will then be populated with the information entered.

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Add Items to the Purchase Order

A Purchase Order must include one or more Items. This can be done using this popup. For any modifications or deletions, a similar popup can be used.

For a new record, this popup will be populated with the Transaction Date and the POrder ID selected. You must Select or Add an Item. The Item information such as Cost, Units on Order and Stocked is populated. The # Ordered will be defaulted to the Item’s Units to Order. By selecting the OK button, the Item’s Units on Order will be updated.

The screen where this operation is initiated will be updated with the above information.

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Other useful links:

01. Advanced Retail POS
02. Getting started
03. Setting Up for Multiple Users
04. Adding Departments
05. Adding Item Categories
06. Managing Suppliers
07. Adding Items
08. Tracking Employees
09. Manage Shipping and Payment Methods
10. Managing Customer Information
11. Creating Invoices
12. Managing Customer Payments
13. Manage Shipping
14. Recording Customer Returns
15. Creating Purchase Orders
16. Reports
17. Import Basic Inventory
18. Import Text Data
19. Export Data to CSV
20. Receive Purchase Orders
21. Backup Database
22. Reset Sales
23. Tips and Techniques