Using the Purchase Order Module
You can get to this part of the system by clicking on the Inventory link in the blue Admin Toolbar and then clicking on the Purchasing button in the drop-down bar to see a list of all active Purchase Orders.
The Purchasing area will allow you to work with all of your Purchase Orders. You can click to start a new PO, click check-boxes to access POs in any status (Draft, Sent, Receiving, Back Ordered, Received, and Cancelled).
You can open any Purchase order by clicking on its PO Number (in blue on the left side of each line item). You can also click in the date field (with the small gray calendar icon) to choose a date range during which your desired order was created. The Search on the right allows you to search by PO Number, Vendor name, PO Status, or by product SKU, UPC, or Manufacturer ID for individual products on order. Orders that have not yet been fully received can be deleted by clicking the X button on the far right.
Best Practices for Working with Orders
After you've sent off your Purchase Order, whenever you're ready to start receiving inventory, it's important to understand how our system works with Orders. Everything you need to do with an order can be done from the Purchasing module. What that means is, when you get a shipment and want to start receiving, the best way is to go into Purchasing and look at your Sent orders, open the appropriate one, and click the Start Receiving button. You can access your Purchase Orders from the Receiving module if you want, but that module is intended to be a reference for inventory shipments you've already received.
It is also true that receiving Back Ordered inventory works well from the Purchasing module, simply to go Inventory > Purchasing, check the box for Back Ordered, and find the original order you want. Whether you open the PO from here or from the Receiving module, the original PO will open and you'll initially see the entire original order, as well as any Receiving Orders you might have already done on the PO. Any time you click to either Start Receiving or Continue Receiving, you are creating a Receiving Order from all or part of your original PO.
How to Remove Back Ordered Items
1) Go to Inventory > Purchasing, click the check-box for Back Ordered, and then click on the PO # original Purchase Order you are working with.
2) You will see all of the original items from the order, including those already received. Click the Continue Receiving button.
3) There are three easy steps to remove each line item you know you won't be receiving. 1 - Set the Now quantity to 0. 2 - Check the No BO checkbox. 3 - Check the Now checkbox. You will see the Now quantity and the Total fields highlight in red, indicating the item has been zeroed out. PLEASE NOTE: Checking the master-toggle checkbox above the column for 'Now' will not result in highlighting the fields in red, it will actually repopulate the quantity and total data. You know the line item will be removed when you see the Quantity and Total fields highlighted in red.
4) Click the Complete button. If you removed all the line items in the order, it will no longer appear in your list of back-ordered Purchase Orders. If there are still some items you are waiting to receive, they will be the only ones that repopulate when you open the order to continue receiving in the future.
Coming Up Next: Explore how to Receive Inventory in the Rain system.