Creating, Receiving and Editing Purchase Orders

Creating, Receiving and Editing Purchase Orders

 In the Web App

Creating a new purchase order in the Web app

In the Web app you can enter and receive purchase orders in Purchases → Purchase Transactions.

To create a purchase order, click Plus  and choose "Purchase Order". 

Here you can use the Scan Barcode field to scan products into the PO.

To receive items against an existing purchase order, find the order on the list and choose Receive in the Action column. 

 Receiving Multiple Purchase Orders

In the Web app you can receive multiple purchase orders in a single inventory receipt (item receipt).

Item Receipt Window with Purchase Orders Pane

To receive multiple purchase orders:
Locate any purchase order that is going to be part of the multiple purchase orders to be received.
Go to Purchases → Purchase Transactions, click the purchase order reference number, then Receive PO,
Or go to Purchases → Purchase Transactions, locate one of the purchase orders you want to receive, click Receive in the Action column (click  if Receive is not shown by default). 
Or go to Purchases → Vendor, locate the vendor whose purchase orders you want to receive, click Dropdown icon  and, then Create Item Receipt.

Once you're in the New Item Receipt or Edit Item Receipt window (see note below), click left arrow icon  at the top-right corner of the New/Edit Item Receipt window, check the POs you want to receive or, check Select all if you want to receive all of the purchase orders displayed in the Purchase Orders panel and then, the click Add. When you're done receiving your items, click Save or, Save an Print if you want to print an item receipt or save a PDF file of it .

 Click right arrow icon  to hide  Purchase Orders panel.

 By default, only purchase orders that match the site on the purchase order being received are displayed in the Purchase Orders panel. You can include purchase orders linked to a different site by checking Show POs from all sites.

 You can also add additional purchase orders to an existing item receipt by editing it and clicking left arrow icon  at the top-right corner of the Edit Item Receipt window as described above.  To edit an item receipt, go to Purchases → Purchase Transactions, locate the item receipt you want to edit, click dropdown icon  and, then Edit. Or to Purchases → Purchase Transactions, click the item receipt number and, then Edit

 Creating Purchase Orders from Sales Orders



Step 1: Accessing the Sales Order

  1. Navigate to the Sales Order you want to create a Purchase Order from. Go to Sales →  Sales Transactions or Sales → Open Sales Orders, locate the sales order and click on the sales order number.
  2. On the View Sales Order screen, click the Create PO button.

Step 2: Opening the Create PO Popup

Clicking the "Create PO" button will open the Create PO popup. This window displays items from the Sales Order that meet the following conditions:

  • The checkbox ‘I purchase this product/service from a vendor’ is checked.
  • The item on the Sales Order is not closed or fully invoiced.

If the sales order contains items from different vendors or you select different vendors, a purchase order will be generated for each vendor. If there are no predetermined vendors, select a vendor for each item and tax (if applicable for non-US companies) and finally, click on Create "X" POs.

Note: If any Purchase Orders (POs) have already been created for the Sales Order, a new section will be visible on the View Sales Order page, listing the linked POs. Similarly, the View PO screen will list any linked Sales Orders.

 Purchase orders cannot be created from fully invoiced sales orders.

 In the Android app

New P.O. Screen in the Android app

In the Android app, purchase orders can be created, edited, and received in Inventory → P.O. Center.

To create a new purchase order, tap New, select a vendor, scan or choose the desired items and enter the quantities you wish to order. When you are finished, tap Save. 

There are a few ways to add products to the order:

  • Tap Find to select products from your item list, possibly using search and filtering. When you’ve marked all the required items, tap Add and enter correct item quantities via the keyboard.
  • Enter the exact item name in the text field and tap the Add button next to it, then enter the correct ordered quantity via the keyboard.
  • Scan product barcodes, possibly multiple times to set the correct quantities. See Scanning Barcodes.
When you’ve added all the required items, tap Save to finish.
 If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the purchase order, select it in the list → tap the tax name, which is located in the information string above the items list → select the necessary tax in the drop-down list → tap OK.

To edit an existing purchase order, highlight one in the list and tap Edit.

To print an existing purchase order, highlight the order you wish to print, tap the Menu button (), then tap Print. This will generate a document that can be sent to your printer, emailed, faxed, or saved as a picture.

To receive items, highlight a purchase order in the list and tap Receive. Here you can either scan the received items or enter the received quantities by hand. For any given line, the P.O. field displays the quantity that was originally ordered, while the BO field displays the quantity still remaining to be received. 


 In the iOS app




In the iOS app, purchase orders can be created, edited, and received in the Purchases tab.

To create a new purchase order, tap and select a vendor in the Create P.O. screen and tap OK, then go to the Items tab. You can scan the item's barcode with the rear camera by tapping . Alternatively, tap the  button to open the Add Item screen. You can scroll through the list and select several items at once. It is possible to filter the items by typing the keywords in the Look for field and selecting the desired category (All fields, Name, Description, SKU, Category). Tap Add when you are finished to add items to the sales order. When you are finished, tap  to apply your changes, or press the back button to leave without saving. 

 If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the purchase order, tap it in the list → tap the tx name → select the necessary tax in the drop-down list → tap OK → Close.

To edit an existing purchase order, tap one in the list and tap Edit. 

 You can filter purchase orders by the Vendor by typing their name in the Look for Vendor field, or by their status: Not received, Received, Closed and All P.O. by tapping the respective button below the Look for Vendor field.

To print an existing purchase order, tap it in the list and tap the Print button in the pop-up window.

To receive items, tap the purchase order in the list and tap Receive in the pop-up window. Here you can either scan the received items or enter the received quantities by hand or check the Receive All checkbox. 


Purchase Order Numbers

If you'd like to change how reference numbers look for purchase orders, see Transaction Numbering.









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