Purchase Orders

Login to Console --> Inventory--> Purchase Orders

Purchase Orders help effectively manage vendor orders, receive inventory and track product costs. You can perform various basic and advanced functions related to your POs here. Purchase orders can be created from scratch and their status can be tracked in real time. 

Create Purchase Orders

On Console, there are two ways to create a Purchase Order; using the Create PO UI or importing a purchase order from a CSV file. When the user elects to create a Purchase Order in the UI, it is designed to go through the following workflow process:

First, the user creates the Purchase Order, and then sends it for approval. The Purchase Order is then approved and finally sent or marked to send. Purchase Orders can also be tracked or printed.

User can also view the External PO details by searching through External PO # filter and search field.

Note: The Purchase Orders feature requires Vendors, you can either create them before or during the Purchase Order creation.

Create PO

Navigate to Inventory → Purchase Orders → Create PO

The screen must be completed with the necessary information to allow the vendor to fill your order. Once completed, the order is saved and sent for approval. The fields are described as follows :

• PO Name: The user has the option of using the auto-generated name or creating their own name for the PO by unchecking the box and manually entering the name. Alphanumeric characters supported(Special characters ' , " are restricted)

Note: Users with the appropriate permissions can now edit a PO Name after creation regardless of the status, except closed status.

• PO Number: The user has the option of using the auto-generated number or creating their own number for the PO by unchecking the box and manually entering the number. Alphanumeric characters supported(Special characters ' , " are restricted)

Vendor Details

• Select a Vendor by entering the Vendor details in either of the following fields; Vendor Code, Vendor Name, or License No. All the other vendor details will get auto-populated if they are saved in the system already. (If vendor email is given, the PO is finally emailed to the vendor. Additional emails can also be added on the Email field) 

  To add a new vendor click the Vendor Name dropdown and hit Add New button, this will take the user to the Add Vendor screen where the vendor details can be given and saved.

• Select the date applicable or the current date will be set by default.

• Users can remove or update the vendor email in a specific Purchase Order (PO) without affecting the email saved in the vendor profile. The vendor’s email in other POs remains unaffected. Users can add a new email for the PO if needed. This allows businesses to adapt to changing email contacts while keeping vendor records intact.

Location Details

• The user places the order for the selected Venue and the Store/Warehouse.
• Give Shipping Comments if applicable.

• Shipping Compliance: From the drop-down select the shipping compliance(previously created will be available in the drop-down for selection). To add a new Shipping Compliance, click on the down arrow --> Add New --> Enter the details (uses such as UPS, 2 Day, Overnight, etc) and click Save.

Item Lookup

• Select the item using the Item Lookup button.

• Increased the item selection limit to 500 for better bulk operations on Item Lookup. The default page size for the paginated item lookup popup is now set to 500 records per page. The record limit will also default to 500 entries.
• All the items that the user wants to add to the PO can be checked and added. Users have the option to view the QOH and Units sold from the Item lookup page. QOH of the item is for the selected location and the Unit Sold at the enterprise level.
• Cost Price can be adjusted for this order to a different amount, but the selling price and item description cannot be modified.

• Each item had Comments which is a place where line item notes can be added, this can be viewed by the user later at the Console only and is not visible in the PDF copy of the PO. These notes can be modified by the user and once the PO is sent, the notes cannot be modified and can only be viewed. Comments are added by clicking on the button near each line item.

• Items can be removed by clicking on the button near each line item.

• Click Create and the user is returned to the PO Modify screen and can proceed. At this point, the user would review the PO, make any modifications, and then Send for Approval.

  Based on the Approval Matrix, if a user meets the threshold amount, he can directly approve the PO instead of sending it for approval by clicking on the Approve button. 

  

• From the Purchase Order screen, you have the ability to search for a previously created PO. Once located, the PO can be viewed (by clicking on the PO Number), deleted, modified, resent, or printed.

PO Approval Process

If a user lacks the necessary permissions to approve a Purchase Order (PO), they can send it for approval by following these steps:

1. Initiating the Approval Request

• Click the ‘Send for Approval’ button on the PO screen to send the PO for approval.

2. Selecting an Approver

• A pop-up window will appear prompting you to select an approver’s email address.
• Use the dropdown menu to choose from the employees (approvers) configured in the relevant tier of the approval matrix.
• Approval Request (Send for Approval) will list only approvers from the next highest level and so on.

3. Submitting the Request

• Once the request is sent, the PO will be waiting for approval.

4. Notifying the Approver

• Approvers will receive an email containing the following info, PO details and a “Login to Console” button for easy access to approve the PO.

5. Logging In as an Approver

• When approvers click “Login to Console”, the login page will open with the username and domain fields pre-filled.
• Approvers only need to enter their password to log in to their account, review the PO, and approve.

6. Approval Notification

• Once an approver reviews and approves the PO, all stakeholders associated with it (including the requestor and all approvers in the tier) will receive a notification email.
• The email will include key PO details such as:
  • PO Number
  • PO Name
  • Vendor
  • Domain
  • Status
  • Approver Name
  • Approval Notes

By following this process, POs can be efficiently sent for approval, ensuring all stakeholders remain informed at each step.

Skip Level Functionality in Approval Workflow

1. When Skip Level is OFF:

For more information: Click on Approval Matrix

• PO approvals start at the lowest level, even if that level lacks approval authority.
• The system escalates the approval request level by level until the approver with the necessary threshold is reached.
• Higher-level approvers can only approve POs after proper vetting by lower levels unless the PO amount is within their threshold.

2. When Skip Level is ON:

For more information: Click on Approval Matrix

• Approvers at any level can be bypassed using the “Skip Level” functionality.
• However, approvers marked as “skipped” can still approve POs if they meet the threshold requirements.
• The process follows the same escalation path until it reaches the approver with the appropriate threshold amount.

Item Creation from PO

• If the item does not exist, a new item can be created from the PO creation page.
• To Create a New Item, the user has to click the Create Item button give the mandatory data, and then click Save & Continue. This will create a new item and add it to the PO by clicking on the 'Add Item to the PO' button.

UOM in Purchase Order

The system provides for automatic conversion between stock units and purchase order units. For example, if an item is stocked as individual pieces but purchased by the dozen, based on the UOM used, the system will automatically calculate the purchased quantity & cost on the purchase order.

By filling up the Qty. Ordered under PO for a product as "1", it means you are ordering 1 Case, which is 12 bottles and the inventory will be increased by 12 after the order is received. The cost would be calculated depending on what you define on the product page. For instance, if the cost of a single beer bottle is $5, then the system would set the cost of the case of beer as $60 ( 12 x $5).

Search PO

• To search for a specific purchase order, start by clicking the Search button on the Purchase Order screen. For example: If you wish to view the list of POs under a specific vendor, select the vendor and click Search. The PO Number field will automatically list the first 100 POs under the selected vendor.

• PO can be searched by ItemID, UPC, MasterSKU, Product ID, Item Name, or Vendor by simply inputting the same in the Search field provided. Eg: - If you need to find all the PO having a specific UPC, enter the UPC in the search field. It will list all the PO which have the UPC specified. 

• To Close a previously created PO, select the PO from the list and click on the PO Number to go to the PO Summary page. Click on the Close button.

• To Cancel a previously created PO, select the PO from the list and click on the PO Number to go to the PO Summary page. Click on the Cancel button.
• To modify a previously created PO, select the PO from the list and click on the Edit button, proceed to the PO to take the necessary action. Removing items from the PO can only be done by clicking on the button near the item.

• To Print a previously created PO, select the PO from the list and click on the PO Number to go to the PO Summary page. Click on the Print button.

PO Notes

A PO Note is a generic note that can be associated with individual purchase orders in the system. It is maintained separately and is specific to a PO. Any user with access can easily add user notes to a purchase order.

To add a note, navigate to the icon and enter the notes in the text field provided & hit Save.

Note: PO Notes allow internal communication about a PO and do not print on the PO, invoice, or receiving receipt.

Modify or Delete a Purchase Order

To modify a previously created PO, select the PO from the list and click on the Edit button, proceed to the PO to take the necessary action: the user makes the changes and clicks Modify.

Once changes are made and Modify is clicked the changes are saved and the Send for approval button appears, the user follows the same procedure as with Create PO and sends the PO to the vendor.

Once a PO has been received it can't be modified.

Deleting an item from a Purchase Order

Removing items from the PO can only be done by clicking on the button near the item.

Print a Purchase Order

To Print a previously created PO, select the PO from the list and click on the PO Number to go to the PO Summary page.

Click on the Print button.

Download a Purchase Order

To Download a previously created PO, select the PO from the list and click on the PO Number to go to the PO Summary page. (PO can be downloaded from the Creation/Edit page as well)

Click on the Download (pdf symbol) button. 

Select Main PO or Decoration PO as applicable. The receipt pdf will automatically get downloaded.  

Sample PO Receipt:

Purchase Order Summary

The summary of the purchase order created can be viewed for each PO created.

From the PO grid navigate and hit the PO Number to view the purchase order summary details.

On the top of the PO Summary screen, you can find the progress bar which indicates the current status of the PO selected.

Purchase Order Import

Navigate to Utilities → Import→ Click on Purchase Order Import.

You'll need access to a spreadsheet program that supports CSV files such as Excel or Google Sheets. Any other file type will not import.

You can download the sample template by clicking on the Download Sample link.

The mandatory fields for import will be preselected, you also have the option to select the other required fields and download the CSV file sample.

Now, when you are ready with the import file, process it with the steps below.

Importing POs

1. Go to Utilities → Import→ Click on Purchase Order Import.
2. Upload Your File: Attach the Item file by simply Drag & Drop or uploading your CSV file directly from your computer by browsing for it.
3. Click Continue when done.
4. Column Mapping: Once the file is loaded the column headers from the file will be displayed below the heading ColumnName. In the case of the column header from the file exactly matching the Console field name this will be automatically mapped and this is displayed in the Map to Field.
5. You can map and make sure all of the column field data you're importing has been matched to its equivalent setting on the Console.
6. Enter the email address to which you will receive the status of your import.
7. Click Continue.
8. The Import will be Initiated → Click Finish.
9. You will be taken back to the Import page, where at the bottom you can see a section 'Recent Imports' which will show the details and current status of the imported file.
10. Click on the Status (highlighted in blue) to view the Status Report- This will list both Imported Records and Failed Records with a reason for the failure. You also have the option to  Download the Failed Records by clicking on the Download button. You can correct the remaining failed records and proceed to reimport them.
11. Once done, you can see the Status as COMPLETED

Note: The default status for PO Imports will be UNDER GENERATION if not specified in the status column.

View Purchase Orders

Go to Console --> Inventory --> Purchase Order

All the purchase orders will be listed here. The purchase order number is automatically generated which can be used to track the purchase order.

By default, when creating the purchase order the status of orders will be 'UNDER GENERATION', the user has the option to change the status from the Purchase Order page as applicable. Users will be able to Send a purchase order only if the status is UNDER GENERATION.

The user also has the option of closing the order or canceling it.

To close the Purchase Order, click Close which will close the order and technically means the items in the PO are received in full/excess and will no longer appear in the inventory receiving screen.

To Cancel the Purchase Order, click Cancel which technically means that the PO is canceled and will no longer appear in the inventory receiving screen to receive items in it whether its been received or not.

Click on the 'Purchase Order No.' will take you to the order summary page where you can see all the information regarding that particular order such as

PO Name:  Name of the Purchase Order

Status: Shows the status of the store order

Vendor Details: Shows vendor details such as vendor code, name, license no, address, etc.

Location Details: Shows location details such as venue, store/location, billing address, etc.

Created by: Will auto-populate once the order is saved

Clone a PO

When you have a repeat Purchase Order, you can use a previous Purchase Order as the base for the new identical or similar purchase order, so that you do not have to re-enter all of the information each time.

Go to Console --> Inventory --> Purchase Order

From the PO grid, select the PO by checking the box and navigate to the 3 dots (near the create PO button), and click on the Duplicate button.

The screen will populate with the PO information. Proceed as normal to process the PO.

Update Retail Price on PO

Merchants can now edit retail prices directly on Purchase Orders (POs). This feature allows users to manage retail prices for individual items without affecting the item table. The total retail price is calculated based on unit prices provided per item. During PO-based receiving, the retail price per item is sourced from the PO, overriding the item table. This retail price is displayed on the receiving receipt. The retail price information is stored at the PO level and does not update the item table. A pop-up notification confirms acknowledgment of any discrepancies between PO and catalog prices during receiving, with logs recorded in the audit log. The retail price from the PO is included in relevant Purchase Order reports.

Articles in this section

• Item Import Field Descriptions
• Overview
• Merchant Onboarding
• Navigation Bar
• Reports
• Items
• Settings
• Dashboard Overview
• Company
• Register

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