2.1Purchase Orders
There are three different types of purchase orders.
Open Purchase Orders
The Open Purchase Order allows you to create orders for items so that your inventory will be kept well stocked. This section will explain how to create an Open Purchase Order and how it works in the purchasing process.
Figure 2-1Purchase 1
Creating an Open Purchase Order
How to create a new Open Purchase Order including the PO number, entering vendor information, using a foreign exchange rate, entering shipping information and entering items.
Purchase Order Number
Each purchase order created will be assigned a unique PO number. The number is generated and assigned according to what you have set up in General Preferences. The PO number will not appear on the purchase order until you have typed information in another field that can be saved. This stops the system from adding and saving blank purchase orders.
Figure 2-2Purchase 2
Entering Vendor Information
Entering the Vendor information is mandatory because all the information included in the purchase order will be sent to the vendor. The Vendor panel on the purchase order is where all the vendor information will be entered.
Entering the Vendor ID
The Vendor ID field is used for entering the vendor you will be purchasing items from.
There are three ways to enter a Vendor ID
1. Manually typing the Vendor ID
2. Using the Lookup
3. Entering an item
Manually Typing the Vendor ID
1
To enter the Vendor ID manually, place the cursor in the Vendor ID field and type the ID.
Figure 2-3Purchase 3
2
Select the Enter key and the rest of the Vendor information will be automatically entered.
Figure 2-4Purchase 4
Entering the Vendor ID using the Lookup
If you do not know the Vendor ID or need to do a search for the vendor, you can use the lookup.
1
Select the Choose button.
Figure 2-5Purchase 5
2
A search window will open allowing you to search for the vendor.
Figure 2-6Purchase 6
3
Once you have found the vendor you need, select OK.
NOTE: |
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For more information on how to use the search box, see Advanced Search. |
4
When the search window is closed, the Vendor ID and Vendor information will be entered in the purchase order.
Entering the Vendor ID by Entering an Item
If you do not know the vendor who sells a particular item, you can enter the item into the purchase order table and the preferred vendor from the item’s Item Card will be entered into the purchase order.
1
Enter an item in the purchase order table.
NOTE: |
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For more information on entering items into a purchase order, see Entering Items. |
Figure 2-7Purchase 7
2
Select the Enter key and the Vendor information will be entered above.
Figure 2-8Purchase 8
3
After the vendor information has been entered, you can still change the vendor by manually changing it or by looking up a different vendor.
NOTE: |
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After the vendor has been entered into the purchase order, you can select the blue Vendor ID link and it will open the vendor's Vendor Card. |
Using the Alternative Account Number
The account number located on the Vendor Card will automatically be entered into the Purchase Order when a vendor is selected. To use the alternative account number, select the Use Alt # check box.
Figure 2-9Purchase 9
Once the check box is selected, the alternative account number will be located in the Account # field.
Figure 2-10Purchase 10
Uncheck the check box to return to the original account number.
Using the Foreign Exchange Rate
If you need to calculate a foreign exchange rate, select the Use Foreign Exchange Rate check box.
1
Once the check box is checked, the window will expand to reveal more information.
Figure 2-11Purchase 11
2
The cost entered in the purchase order will be in the Foreign Rate.
Figure 2-12Purchase 12
3
If you select the Base (Our) button, you will see the numbers change on the purchase order.
Figure 2-13Purchase 13
4
Once the exchange rate information is entered, you will not need to worry about this again until the items have been received. For more information, go to Open Receiving Log.
Entering Shipping Information
The shipping information is important because it will determine who will be charged for the order and where and how it will be shipped. The Shipping panel includes Ship Via, Terms, Accessing the Benchmark Comments, and the Bill To/Ship To Information.
Ship Via and Terms
The Ship Via and Terms fields will be automatically filled out when the vendor is entered and will be the information that was entered on the Vendor Card. If this information is not filled out on the Vendor Card or the information needs to be edited, you can manually enter it by placing your cursor in the field and typing the information.
Figure 2-14Purchase 14
Benchmark Comments
The benchmark comments that were written on the Vendor Card can be accessed and added to from the Open Purchase Order.
1
1. Select the Benchmark Comments Link
Figure 2-15Purchase 15
2
A window will open with any benchmark comments that were entered on the Vendor Card.
Figure 2-16Purchase 16
3
You can edit or add to the Benchmark Comments by placing the cursor in the box and typing the information.
4
When you have finished, select OK and the comments will save.
Bill To and Ship To Information
The Bill To and Ship To addresses are automatically entered from the addresses set up in General Preferences. These addresses can be changed and/or edited from the Open Purchase Order. You also have the option to search for a new address as well.
Editing the Bill To/Ship To address
1
To edit the Bill To/ Ship To addresses, select either the Bill To or Ship To links.
Figure 2-17Purchase 17
2
Selecting the link will open a window with the bill to/ship to information in different fields.
Figure 2-18Purchase 18
3
Any information that needs to be edited or changed can be done from this window. When you have finished editing, select OK and the information will be saved.
Searching for a New Ship To Address
1
To search for a new Ship To address, select the button next to the Ship To field.
Figure 2-19Purchase 19
2
A search window will open. Enter the search information and when you have found what you need, select OK to close the window. For more information about the search window, see Advanced Search.
Figure 2-20Purchase 20
3
When the window has closed, the new Bill To information will be added to the Purchase Order.
Entering an Item
The Open Purchase Order has the capability of handling all the different types of items in your inventory.
Editing the Table
The purchase order table is where the items being ordered will be entered. This table can be edited to show specific columns that you want to see.
Editing the Columns
1
Right click anywhere in the table. A small menu will appear. Choose the Select Fields option in the menu.
Figure 2-21Purchase 21
2
A new window will open showing all the fields on one side of the screen and the fields being shown in the table on the other side of the screen.
Figure 2-22Purchase 22
3
The buttons in the middle will allow you to edit this list.
A. Copy: The Copy button will copy the highlighted field in the Available Fields List over to the Selected Fields List.
B. Copy All: The Copy All button will copy the entire list from the Available Fields List over to the Selected Fields List.
C. Clear: The Clear button will move any highlighted field in the Selected Fields List back to the Available Fields List.
D. Clear All: The Clear All button will move the entire list from the Selected Fields List back to the Available Fields List.
E. Move Up: The Move Up button will take a highlighted field in the Selected Fields List and move it up above the field ahead of it. This will change the order of the columns displayed on the purchase order.
F. Move Down: The Move Down button will take a highlighted field in the Selected Fields List and move it down below the field below it. This will change the order of the columns displayed on the purchase order.
NOTE: |
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There are fields that must be on the purchase order and are therefore not available in the window to be changed or adjusted. These fields are Qty, Remaining, SKU, Vendor SKU, Description, Cost and Extended Cost. If you clear the whole Selected Fields List and close the window, the fields mentioned here will be the only fields displayed. |
4
Once you have arranged the column fields in the order that you would like, select OK and the window will close.
Figure 2-23Purchase 23
5
The Open Purchase Order will now reflect the changes made to the column selection.
Figure 2-24Purchase 24
Entering an Item
The purchase order table is where the items being ordered will be entered. It allows you to enter the item as well as add action notes and have the ability to update the Item Card. There is no limit to the amount of items that can be added to one purchase order.
Entering an Item
There are multiple types of items that you can place in a purchase order. There are regular items that are in your inventory and there are also items that are not yet in your inventory that need to be added.
Entering an Item Already in Inventory
There are two ways to enter an item into the purchase order.
1. Manually enter the Item
2. Enter the Item by using the Look up
Manually Entering an Item
1
Place the cursor in the SKU field or the Vendor SKU field and enter the item’s SKU or Vendor SKU that is being ordered.
Figure 2-25Purchase 25
2
Select the Enter key and the item will be entered into the table.
Figure 2-26Purchase 26
3
To change the quantity of the item, you can either manually change it by typing in the new quantity, or use the quick key by selecting the (*) key and enter the new quantity in the window.
Figure 2-27Purchase 27
4
When you enter the new quantity, the same number will automatically be entered in the Remaining field. This is because that is the amount that is waiting to be received into your inventory.
5
If the cost has changed and you need to edit it, you can do it manually or using the quick keys. To manually change the cost, tab over to the cost field and enter the new price. To use the quick keys, select the (/) key and enter the new price in the window.
Figure 2-28Purchase 28
6
Continue adding items until the purchase order is complete.
7
To view the item’s Item Card, double click on the item line and it will open the Item Card.
Using the Lookup to Enter Items
8
If you do not know the Item SKU or you want to look up multiple items at once, select the Lookup Items button.
Figure 2-29Purchase 29
9
A search window will open allowing you to search for one or multiple items.
Figure 2-30Purchase 30
10
Enter the search criteria until you have found the items you need. Select OK when you are finished. For more information on how to use this search box, see Advanced Search.
11
When the window has closed, the searched items will be in the purchase order.
Figure 2-31Purchase 31
12
To change the quantity and cost, the same directions apply as in the instructions for manually entering an item above.
13
To view the item’s Item Card, double click on the item line and it will open the Item Card.
Entering an Action Note
An Action Note is placed on certain items and is a note that will be seen when the item is received. The note can say anything about specific actions that need to be taken regarding the item. The action comments will be printed on the Receiving Log.
14
Select the item in the purchase order that requires an action comment and right click.
15
Select the Add/Edit Action Item(s) option.
16
A new window will open with space for you to type the message that will appear when the item is received.
Figure 2-32Purchase 35
17
Select OK when you are finished. When the window is gone, the purchase order will display the Action check box as checked.
Figure 2-33Purchase 36
Updating the Item Card
In some circumstances, you may make a change to an item on a purchase order that you want to make permanent on the item’s Item Card. If the check box labeled U is checked, any changes made to the item will be updated to the Item Card. If the check box is not checked, the Item Card will not change.
Figure 2-34Purchase 37
Entering Case Lots
If an item has a case lot(s) set up on the Item Card, the item(s) can be ordered by the case.
1
Begin typing the case lot SKU into the SKU field. As soon as the dash (-) in the SKU is entered, a caselot selection window will open. To order the item using the case lot SKU, choose the case lot option and press OK.
Figure 2-35Purchase 38
2
If there are multiple case lot SKU’s, click on the dropdown menu and select the case lot SKU to be ordered. Press OK and the selection window will close.
Figure 2-36Purchase 39
3
The case lot SKU that was selected will be added to the purchase order.
Figure 2-37Purchase 40
4
When an item is entered into the purchase order that has the ability of case lots, a new icon will appear at the bottom of the screen.
Figure 2-38Purchase 41
5
Click on the "Caselots" button to see the different case lot options for the item. A window will open with several options of how the item can be ordered:
Figure 2-39Purchase 42
A. Case Split: Select this option to order some items in the case, and some items as individuals. For example, if the quantity being ordered is 15. When "Case Split" is selected, a case of 12 will be ordered in addition to 3 individual items.
Figure 2-40Screen Shot 2017-06-02 at 1.18.20 PM
B. Case Round Down: Select this option to round down to the nearest caselot quantity. For example, if the order quantity is entered as 9 and the caselot options are either a case of 6 or 12. When "Case Round Down" is selected, the ordered quantity would round down to 1 case of 6.
Figure 2-41Screen Shot 2017-06-02 at 1.27.34 PM
C. Case Round Up: Select this option to round up to the nearest caselot quantity. For example, if the order quantity is entered as 9 and the caselot options are either a case of 6 or 12. When "Case Round Up" is selected, the ordered quantity would round up to 1 case of 12.
Figure 2-42Screen Shot 2017-06-02 at 1.29.45 PM
D. No Change: This option is if you want to leave the quantity exactly as you entered it and do not want to use Case Lots.
Figure 2-43Screen Shot 2017-06-02 at 1.30.49 PM
6
Select one of the case lot order options and select OK.
Figure 2-44Purchase 43
Figure 2-45Screen Shot 2017-06-02 at 1.33.05 PM
7
The purchase order will reflect the option(s) chosen in the case lot selection window.
Figure 2-46Purchase 44
Entering a Bundle
Bundled items can be ordered through the Open Purchase Order.
NOTE: |
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When entering bundles in a purchase order, make sure the bundle ID is one created by the vendor. If you are trying to order bundles that you created, the vendor will not recognized the ID and will therefore be unable to fill the order. |
1
Enter the bundle’s SKU in the SKU field.
Figure 2-47Purchase 45
2
The bundle will be entered on one line as one item.
3
To differentiate Bundles from other items in the order, the bundled item line will be yellow.
4
Changing the quantity and cost works the same as when entering regular items.
Entering Styles
Style items can easily be ordered through an Open Purchase Order.
1
Enter the master style SKU into the Open Purchase Order.
Figure 2-48Purchase 46
2
When you select Enter, the style grid for the item will open.
Figure 2-49Purchase 47
3
Enter the quantity of the items you need ordered in the qty field in the style grid. It will automatically default to 1 for each item. You are able to navigate through the table using the tab key. You can also use the row and column buttons to edit multiple items at one time.
Figure 2-50Purchase 48
NOTE: |
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You will also see that you have the option to change the cost for a style item. If the cost has changed for one or some of the items, this is where you will enter the new cost. |
4
Once you have entered the correct quantities for each style item select OK.
Figure 2-51Purchase 49
5
When the table has closed, there will be one style line on the Purchase Order. You can see that the quantity reflects the correct amount of items that you entered in the style grid. When the purchase order is printed, a list of all the individual style items along with their quantity will be displayed.
Figure 2-52Purchase 50
6
If you need to edit the cost or quantities further, double click on the description and the grid will re-open.
Opening the P.O. Wizard
If you are in the Open Purchase Order and you would like to use the P.O. Wizard, click the P.O. Wizard icon at the bottom of the screen. This will open the P.O. Wizard window. For more information on how to use the P.O. Wizard feature, see P.O. Wizard.
Figure 2-53Purchase 51
Discounting Purchase Orders
In the Open Purchase Order you have the ability to discount single lines on the purchase order.
1
Enter the items in the Purchase Order that need to be ordered. For information on entering items, see Entering an Item.
Figure 2-54Purchase 52
2
Once all the items are entered in the purchase order, select the Discount button located at the bottom of the screen.
Figure 2-55Purchase 53
3
A window will open giving you two options for applying a discount to the purchase order. You can discount all the lines in the purchase order, or discount only the selected line.
Figure 2-56Purchase 54
4
Select which discount you would like to use, and enter the discount amount.
Figure 2-57Purchase 55
5
The discount will then be applied. If you selected to discount all lines, all the items will be discounted. If you chose to discount only the selected line, only that line will be discounted.
Figure 2-58Purchase 56
Creating and Viewing PO comments
The Open Purchase Order gives you the ability to add comments to your purchase order.
There are two types of comments that can be added.
1. Printed, public, Comments
2. Non-printed, private, Comments
Both of these comments are entered in the same location.
1
Enter the items in the Purchase Order that need to be ordered. For information on entering items, see Entering an Item.
2
Select the Comments button located at the bottom of the screen.
Figure 2-59Purchase 57
3
A window will open with two text fields.
Figure 2-60Purchase 58
4
The first text field is for comments that will be seen on the printed purchase order.
5
The second text field is for comments that are meant for internal information only. These comments will not be printed on the purchase order, and can only be seen through the comments button or the Vendor Card.
6
When you have finished entering the comments, select OK.
Figure 2-61Purchase 59
7
When the purchase order is printed, the comments will look like the following.
Figure 2-62Purchase 60
8
To delete a comment, open the Comments window and erase the comment. Select OK and it will be erased.
NOTE: |
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If you open the Comments window and there are already comments there, they came from the Vendor Card. On the Vendor Card, there is an option to add P.O. Comments that will appear on every purchase order that is assigned to that vendor. |
Posting a Purchase Order
Posting an Open Purchase Order is going to send the purchase order to Working Purchase Orders. Posting the purchase order means it is ready and waiting to be received. The Open Purchase Order is the document that you will send to your vendor.
1
Once the purchase order is complete and finished, select the Post button near the bottom of the screen.
Figure 2-63Purchase 61
2
The Open PO will change to a Working PO and a print dialogue will open.
Figure 2-64Screen Shot 2017-10-02 at 9.57.01 AM
Cancel Print - Continue with posting the Purchase Order, but do not print the PO.
Save CSV - Post the Purchase Order and save the PO to a CSV file.
Save PDF - Post the Purchase Order and save the PO to a PDF file.
Email PDF - Post the Purchase Order and email the PO to the vendor. See Setting Up Email Information
for further details.
Print - Post the Purchase Order and print the PO.
3
To find the document, go to Working Purchase Orders.
Posting and Receiving a Purchase Order
If you have already received your merchandise in your store and need to create the Purchase Order and Receiving Log in one step, you will use the Post and Receive button. By using the Post and Receive button, the Open Purchase Order is posted, and a Closed Receiving Log is created.
1
Once the vendor and items are entered correctly in the purchase order, select the Post and Receive button located near the bottom of the screen.
Figure 2-65Purchase 62
2
After you select the Post and Receive button, you will be prompted for information required to complete the Receiving Log.
Figure 2-66Purchase 63
3
Enter the information asked for in the window and select OK.
Figure 2-67Purchase 64
4
A print dialogue will appear. Select one of the following options:
Cancel Print - Continue with posting and receiving, but do not print the RL.
Save PDF - Post and receive items and save the Receiving Log to a PDF file.
Print - Post and receive items and print the Receiving Log.
Figure 2-68Screen Shot 2017-10-02 at 10.14.09 AM
5
The purchase order will move to Closed Purchase Orders and a Closed Receiving Log will be created.
Figure 2-69Purchase 65
6
For more information on how to use and modify a Closed Receiving Log see, Closed Receiving Log. To access the purchase order, see Closed Purchase Orders.
Posting and Receiving Serial Numbers
Serialized items can be ordered and received in one step using the Post and Receive button. By using the Post and Receive button, the Open Purchase Order is posted and all of the items ordered are receiving resulting in a Closed Receiving Log.
1
Once the vendor and items are entered correctly in the purchase order, select the Post and Receive button located near the bottom of the screen.
Figure 2-70Screen Shot 2017-10-02 at 11.09.24 AM
2
After you select the Post and Receive button, you will be prompted for information required to complete the Receiving Log. Since serialized items are on the Purchase Order, a table to enter the serial numbers being received will appear.
Figure 2-71Screen Shot 2017-10-02 at 11.19.07 AM
to edit Serial Number preferences.3
Enter the serial number for each item being received.
Figure 2-72Screen Shot 2017-10-02 at 11.24.32 AM
4
When finished, press the Post button.
Figure 2-73Screen Shot 2017-10-02 at 11.28.39 AM
5
A print dialogue will appear. Select one of the following options:
Cancel Print - Continue with posting and receiving, but do not print the RL.
Save PDF - Post and receive items and save the Receiving Log to a PDF file.
Print - Post and receive items and print the Receiving Log.
Figure 2-74Screen Shot 2017-10-02 at 11.33.21 AM
6
The purchase order will move to Closed Purchase Orders and a Closed Receiving Log will be created.
Figure 2-75Screen Shot 2017-10-02 at 11.36.55 AM
Printing Labels
You have the ability to print barcode labels from the Open Purchase Order.
1
Select the Print Labels button located at the bottom of the window.
Figure 2-76Purchase 66
2
The items and quantities entered in the purchase order will automatically be entered into the label queue.
Figure 2-77Purchase 67
3
Release the labels to the printer, select a printer and the labels will print.
4
For more information and options when printing barcode labels, see the Item Card.
Working Purchase Orders
Working Purchase Orders are orders that are waiting to be received, or have only been partially received. If an Open Purchase Order is posted, but NOT fully received or canceled, the purchase order will be found in the Working Purchase Orders. To complete the purchase order, all the items must be received.
Completing a Working Purchase Order
1
Open the Working Purchase Order by going to Navigator and selecting Inventory, Purchasing, and Working Purchase Order..
2
Once you are on the correct purchase order, select the Receive button near the bottom of the screen.
Figure 2-78Purchase 68
3
Selecting the Receive button will open an Open Receiving Log.
Figure 2-79Purchase 69
4
If all the items are received in the Open Receiving Log, the purchase order will be completed and become a Closed Purchase Order. However, if there are still items remaining that have not yet been received, the purchase order will remain a Working Purchase Order until it has been completely received.
NOTE: |
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If a Working Purchase Order is only partially received, the purchase order will reflect which items have yet to be received. |
Figure 2-80Purchase 70
Closed Purchase Orders
The Closed Purchase Orders are a record of all completed purchase orders and cannot be edited. To open a Closed Purchase Order, go to the Navigator, open Inventory, Purchasing, and select Closed Purchase Order.
You can still view the Benchmark Comments, Bill To/Ship To information, and Purchase Order Comments. You can also print barcode labels.
Figure 2-81Purchase 71
If you receive the order and there are more items than are written in the purchase order, you can select the Receive button. This will open an Open Receiving Log where you can add the extra items that were shipped to you. For more information on Receiving, see Open Receiving Log.
2.2Vendor Card
The Vendor Card is a place for you to store information about the vendors of the items in your inventory. When an item is created, you must choose a preferred vendor from a list. The list of vendors comes from the vendor card. If the vendor does not have a vendor card, it cannot be assigned to an item. To open the Vendor Card, got to the Navigator, open Inventory, Purchasing, and select Vendor Card.
Entering Vendor Information
The Vendor Info panel is where you enter all the information about the vendor. You will enter the vendor’s address, phone number, fax number, email address, and vendor URL.
Figure 2-82Purchase 72
Entering Account Information
The Account Info panel is where all the account information will be entered.
Figure 2-83Purchase 73
Entering Account Information: This is information that you assign to each vendor and will automatically be entered on a Purchase Order when the vendor is entered.
Vendor Account Number: This field is used to enter the account number assigned to the vendor.
Alternate Account Number: This field is used to enter any other account number that may need to be assigned to the vendor.
Ship Via: This field is used to enter the shipment preferences for the vendor.
Terms: This field is used to enter the standard payment terms for the vendor.
Hours: This field is used to enter the business hours the vendor is open.
Min Order Amt: This field is used to enter the minimum order amount to be ordered from the vendor.
Adding Contacts
The contacts on the Vendor Card are specific people who work for the vendor that work directly with you. There can be multiple contacts and information will be entered for each contact.
1
To add a contact, make sure the Contacts tab is selected and then select the Add button.
Figure 2-84Purchase 74
2
A new window will open showing fields to enter the contact information.
Figure 2-85Purchase 75
3
The company name, address, and phone numbers will automatically be filled out from the Vendor Card, but these fields can be edited.
Figure 2-86Purchase 76
4
Enter the Title/Position of the contact along with his name and address, phone number, email address, etc.
Figure 2-87Purchase 77
5
The miscellaneous fields are for any additional information known about the contact that needs to be recorded.
Figure 2-88Purchase 78
6
You also have the ability to add a picture of the contact.
A. To add a picture to a contact, either select the blue Picture link.
Figure 2-89Purchase 79
B. The Select Image window will open. This window allows you to search the computer for an image, or you can search the database for an image.
Figure 2-90Purchase 80
7
When you have finished entering information for the contact, select Save to close the window.
Figure 2-91Purchase 81
8
When the window is closed, the new contact information will be displayed on the vendor card in the contact table under the contacts tab.
Figure 2-92Purchase 82
9
If you need to edit any contact information, double click on the contact's line and the contact information window will re-open.
Creating Benchmark Comments
Benchmark comments are notes made about special promotions or deals that the vendor may be offering. These notes can be viewed on the Purchase Order by clicking on the blue hyperlink for Benchmark Comments in the Shipping section of the Purchase Order.
1
To enter a benchmark comment(s), select the Benchmarks tab on the Vendor Card.
Figure 2-93Purchase 83
2
Click inside the field and begin typing the comments necessary. There is no limit to the amount of characters you can enter in this field. When you reach the bottom of the text box, a scroll bar will appear allowing you to continue.
Figure 2-94Purchase 84
Viewing Vendor History
Under the History tab, the vendor history shows you the total dollar amount that was ordered and received on items sold by a particular vendor. It gives you the option of viewing their sales annually, monthly weekly or daily. Select one of the radio buttons to see the different views.
Figure 2-95Purchase 85
Adding Comments
Under the comments field there are two boxes. These fields allow you to enter any notes about the vendor. P.O. Comments are comments that will be seen on the Purchase Order, and Comments are notes that will only be seen on the card.
Figure 2-96Purchase 86
Viewing Purchase Orders
From the Vendor Card you are able to see a list of Purchase Orders. The table will display all Open, Working, and Closed Purchase Orders. The Open will be displayed in green, Working will be displayed in purple, and the Closed will be displayed in peach.
1
Select the button, Purchase Orders.
Figure 2-97Purchase 87
2
A window will open with all the Purchase Orders from the vendor.
Figure 2-98Purchase 88
3
By double clicking on a line, it will take you to the actual Purchase Order document.
4
When you are finished viewing the table, select OK and the table will close.
Viewing a List of Items Assigned to the Vendor
The vendor card allows you to view a list of items in which the vendor is the preferred vendor on the Item Card.
1
Select the Items button located on the Vendor Card.
Figure 2-99Purchase 89
2
A list of items will open in a new window.
Figure 2-100Purchase 90
3
The list will contain all items where the vendor is the preferred vendor on the Item Card. To see the item’s Item Card, double click on an item in the list and it will open.
4
When you are finished viewing the list, select OK and the window will close.
Making a Vendor Inactive
When the store no longer orders product from a particular vendor, the vendor card can be inactivated.
1
Open the vendor card.
Figure 2-101Screen Shot 2017-10-02 at 12.00.18 PM
2
Check the "Inactive" box at the top of the vendor card.
Figure 2-102Screen Shot 2017-10-02 at 12.00.18 PM
3
The clerk will be prompted with a notification to choose what to do with the items that are currently assigned to the inactive vendor.
Figure 2-103Screen Shot 2017-10-02 at 12.01.57 PM
Keep this Vendor on Items - The items assigned to the inactive vendor will remained assigned to the vendor.
Remove this Vendor from Items - The vendor that is being inactivated will be removed as being a vendor for the items.
Replace with Vendor - The vendor that is being inactivated will be removed as being a vendor for the items and a new vendor can be selected to reassign the item(s) to.
4
To reassign the items to an active vendor, select "Replace with Vendor" and choose the new vendor using the dropdown menu.
Figure 2-104Screen Shot 2017-10-02 at 12.12.23 PM
5
Once a vendor has been selected, press Continue.
Figure 2-105Screen Shot 2017-10-02 at 12.13.42 PM
6
A message will appear recommending a backup of the database.
Figure 2-106Screen Shot 2017-10-02 at 12.14.52 PM
Cancel - Select this option to cancel the backup and return to the Vendor card.
Backup Now - Select this option to take a backup before reassigning the items vendor.
Not Now - Select this option to continue reassigning the items vendor without taking a backup.
7
Once the backup has completed, the reassignment will be complete and you will be returned to the inactive vendor card.
Figure 2-107Screen Shot 2017-10-02 at 12.20.09 PM
8
Click on the "Items" button to see that the items are no longer assigned to the now inactive vendor.
Figure 2-108Screen Shot 2017-10-02 at 12.18.57 PM
9
Go to the vendor card that the items were reassigned to and click on the "Items" button. The items will be listed underneath the chosen vendor.
Figure 2-109Screen Shot 2017-10-02 at 12.23.28 PM
2.3P.O. Wizard
When purchasing, you may want to see a complete list of items being ordered without seeing the vendors, or a list of items that belong in a group but do not have the same vendor. The P.O. Wizard allows you to enter items in groups for example by department, without having to worry about having the same vendor for every item. You enter the items, and it creates multiple purchase orders depending on how many vendors there are. It also has the capability to help you in calculating what may be the best number of items to order depending on the items’ max stock, reorder point, or sales history.
Figure 2-110Wizard 1
To open the P.O. Wizard, go to the Navigator, open Inventory, Purchasing, and open P.O. Wizard. You can also open it through the Open Purchase Order.
Loading Items and Creating Definitions
You have two options in the PO Wizard for how to enter items into the table. You can load them for a one time use only, or you can create a definition that will be saved. By saving the search, you can come back and order the same items again without having to re-load them.
Loading Items
1
To load the items for the one time only, select the Load button.
Figure 2-111Wizard 2
2
Use the search box to find the items you need to order. For more information on how to use this window, see Advanced Search. Once you have found the correct items, select OK.
Figure 2-112Wizard 3
3
The items will be loaded into the table.
Creating a Saved Definition
Creating a saved definition will allow you to create searches that can be saved and used again whenever you need.
1
Select the Definitions button and a window will open.
Figure 2-113Wizard 4
2
If creating a new definition, select the <New> field and click Edit.
Figure 2-114Wizard 5
3
A search window will open. Search for the items that you want to order. For more information on how to use this window, see the Advanced Search.
Figure 2-115Wizard 6
4
When you have selected all the items, click OK.
5
Another window will open asking for the name of the definition. Enter a name and select OK. The next time you select the Definitions button, the search will be listed as the name that you enter here.
Figure 2-116Wizard 7
6
When the window closes, you will see all the items from the search box in the P.O. Wizard table.
Selecting a Saved Definition
If you need to use an existing definition to create purchase orders, the process is very simple.
1
Select the Definitions Button.
Figure 2-117Wizard 8
2
Select the correct saved definition from the list and select Edit.
Figure 2-118Wizard 9
3
The search box will open with the search criteria already filled.
Figure 2-119Wizard 10
4
If the information is correct, select OK. If it is not, modify the search and select OK.
5
The information will be loaded into the table.
Editing the P.O. Wizard Table
After you have items in the table, you are able to adjust the Vendor, the quantity, and the cost so that the purchase orders created have the correct information. The fields that can be edited in the table are white.
Figure 2-120Wizard 11
Vendor
You can change or add a vendor from the P.O. Wizard. The vendor that automatically appears in the table will be the preferred vendor that is set up on the Item Card.
1
To add or change the vendor to an item, click in the Vendor ID field. This will create a drop menu with a list of all the vendors in the database.
2
Select the Vendor that you would like the purchase order created for.
Figure 2-121Wizard 12
3
As soon as you have selected a new vendor, it will be entered into the table.
Figure 2-122Wizard 13
Purchase Order Quantity
In the PO Quantity field, enter the amount of the item that you need ordered. This can be done quickly by using the up and down arrows.
Figure 2-123Wizard 14
Cost
The cost will be zero if you enter a new vendor for the item, or if there is no vendor cost entered on the Item Card. You may also need to change the cost if the vendor has updated their prices.
1
To change the cost, click in the field that needs to be changed or entered.
Figure 2-124Wizard 15
2
The Cost that will be automatically entered in the field comes from the cost on the Item Card. You can edit or enter the cost that is correct by entering the amount in the field and select Enter, or use the up and down arrows to move to a new cell.
Totals
As you enter or change the Vendor ID, PO Qty, and Cost, you will see the totals change according to what you are entering. You will be able to see the total lines, number of vendors, the qty being ordered, and the total cost.
Figure 2-125Wizard 16
NOTE: |
|---|
If you close the window before you create the Purchase Orders, the P.O. Wizard will not save the information you have entered. The next time the P.O. Wizard is opened, the table will be empty. |
Using the Wizard for Suggested Quantities
There are two ways the wizard can create purchase order quantities, Auto-Order or Sales History.
Auto-Order
The Auto-Order tab allows you to set a percent amount that you want ordered depending on either the Max Stock or Reorder Point that is entered on the Item Card.
1
Make sure the Auto-Order tab is selected.
Figure 2-126Wizard 17
2
Decide whether you want to base the order quantity off the Max Stock or the Reorder Point.
Figure 2-127Wizard 18
3
Enter the percent that you want taken of either the Max Stock or Reorder Point to be the order quantity.
Figure 2-128Wizard 19
4
Once the percentage is entered, select the Calculate Quantities button.
Figure 2-129Wizard 20
5
Selecting this button will calculate the quantities in the table.
Figure 2-130Wizard 21
6
In this example, the PO quantities reflect twenty percent of the max stock set up on each individual item card. You can still edit any of these quantities by entering new numbers into the fields.
Sales History
The sales history tab calculates the PO quantities by looking at previous sales and calculating what you may need in the future depending on what you sold in the past.
1
Make sure the Sales History tab is selected.
Figure 2-131Wizard 22
2
The first step is to set a sales sample period. Enter a From date and a To date in the relevant fields. You can also use the down arrow to pick a date from the calendar, but if the date is more than a year previous, you may want to type the date in the field.
Figure 2-132Wizard 23
3
After the date is entered, select the Fill Period Sales Column.
Figure 2-133Wizard 24
4
The PD Sales column in the table will fill with the sales that were sold in that period for that item.
Figure 2-134Wizard 25
5
Next you will enter the Reorder Days, Safety Days, Lead Days and % Adjust.
A. Reorder Days: You will enter the number of days that pass before you order the item again. If you order once a month, the Reorder days will be 30, if you order twice a year, the number will be 186, etc.
B. Safety Days: This number reflect the amount of days that you would like to have available past the regular number needed just in case you run out or something happens like your shipment is late, etc.
C. Lead Days: This number will take into account shipping and the time it takes to get from the vendor to your store.
D. % Adjust: This percentage will reflect whether you think you can sell more or less of this product than in the past. If your period is five years back, you may be selling 20% more than you were then.
6
The next step is select Calculate Quantities button.
Figure 2-135Wizard 26
7
The PO quantity will be entered determined by the period date, and the days entered in the other fields.
Figure 2-136Wizard 27
8
You can edit any of the quantities by entering the number in the correct field.
NOTE: |
|---|
If you close the window before you create the Purchase Orders, the P.O. Wizard will not save the information you have entered. The next time the P.O. Wizard is opened, the table will be empty. |
Creating and Managing Purchase Orders
Once all the information is filled out in the P.O. Wizard, you can create purchase orders for each of the vendors listed in the table.
1
Select the Create Purchase Orders button.
Figure 2-137Wizard 28
2
If there are items in the table that have zero as a quantity or items that do not have a vendor selected, a window will open asking if you want to continue without the information.
Figure 2-138Wizard 29
3
Select Yes if the information in the table is correct, and select No if you need to go back and edit the table.
4
If you select Yes, the P.O. Wizard will close and a new window will replace it. The new window will have a list of all the Purchase Orders created from the P.O. Wizard.
Figure 2-139Wizard 30
5
To view the individual purchase orders and continue the process of posting and receiving them, double click on the purchase order line.
6
If you go into a purchase order and post it, the line will change in the window to a purple color and the status will change to working.
Figure 2-140Wizard 31
7
If you try to close the window and there are still purchase orders that are open, you will get a warning.
Figure 2-141Wizard 32
8
Select OK if you are finished with the window, or cancel to go back and close the rest of the purchase orders.
NOTE: |
|---|
You can still access the Purchase Orders from the Open, Working, and Closed Purchase Order documents on the Navigator. The window is there to make it convenient for you to finish your use with the P.O. Wizard. If you accidentally close the window, you can still have access to the Purchase Orders, just not through the window. |
2.4Return to Vendor
When a customer returns an item that cannot be returned to the shelf because of damage or faulty product, it can be returned to the vendor. An Invoice will need to be created and the transaction type, Return to Vendor must be selected. The item will be counted On Hand, but the Available number will reflect the items being returned. You will then Post and Receive the Purchase Order and the item will be taken out of inventory and ready to be sent back to the Vendor.
Creating an Invoice
1
When a customer returns an item, create an Open Invoice.
2
When entering an item make sure the transaction type is Rtrn to Vendor and the quantity is negative.
Figure 2-142Wizard 33
3
When the transaction type is changed to Rtrn to Vendor, a window will open asking for the reason the item is being returned. Enter the reason and select OK.
Figure 2-143Wizard 34
4
Post the Invoice and return any money that is owed to the customer.
5
Place the item aside to be sent back to the vendor.
6
Once the item has been returned, the Item Card will show the On Hand number as if the item(s) was returned to inventory, but the Available quantity will take into account the item(s) being returned to the vendor. Once the purchase order has been posted and received, the On Hand number will subtract the item(s) and it will match the Available number.
Figure 2-144Wizard 35
7
If you select the Available Link, you will see the item(s) as returned to vendor.
Figure 2-145Wizard 36
The Pending Returns Window
After the Invoice has been posted, the item is added to the Pending Returns Window. To access this window, go to the Navigator, select Inventory, Purchasing, and open Return to Vendor.
1
The Pending Returns Window will open and the item will be listed.
Figure 2-146Wizard 37
2
If the item is ready to be sent back to the Vendor, mark the check box next in the item line and select Post and Receive Purchase Orders.
Figure 2-147Wizard 38
NOTE: |
|---|
If there are multiple items from the same vendor in the Pending Returns Window, one Purchase Order will be created with all the items. |
NOTE: |
|---|
Items can be deleted from this window by highlighting the item and selecting the Delete key. You will have the option to return the item(s) to inventory, or count it as shrinkage. |
3
A Purchase Order will be created, posted, and received. The Closed Receiving Log will appear for you to print.
Figure 2-148Wizard 39
4
Once the item has been received, the Item Card On Hand number will show the same number as the Available quantity.
Figure 2-149Wizard 40
2.5Vendor Integration
The vendor integration is a feature that provides the ability for POSIM EVO to connect directly to a vendor catalog through API keys. Purchasing managers and employees can view catalog items before ordering to make all items available for purchase. If new items are purchased that have not been stocked before, item cards are automatically created in POSIM EVO with the information provided directly from the vendor.
Brewer Integration
Retailers who use Brewer as a distributor can connect directly to Brewer's item catalog to search for items, order items and create new items in the POSIM EVO database. The following must be setup in order for the Brewer integration to work:
Create a vendor card for Brewer
Obtain a customer number from Brewer
Set up automatic SKU numbering
Create a Vendor Card
A vendor card for Brewer must be created or already exist in the database. See 2.2 Vendor Card for details on creating vendor cards.
Figure 2-150Screen Shot 2017-03-01 at 3.32.26 PM
Obtain a Customer Number
A customer number is required to be able to access the Brewer item catalog and submit purchase orders directly to Brewer from within POSIM EVO. If you do not not know your Brewer customer number, contact Brewer directly to obtain one. Once you have obtained your customer number, enter the customer number into General Preferences. See Integrations for details.
1
From the POSIM Navigator, go to the Administration section and click on General Preferences.
Figure 2-151Screen Shot 2017-03-01 at 4.01.41 PM
2
The General Preferences window will open. Choose the Extensions option and select Integrations.
Figure 2-152Screen Shot 2017-09-25 at 3.24.10 PM
3
Check the box for Brewer Vendor and using the dropdown menu, select the vendor ID that will be used for Brewer orders.
Figure 2-153Screen Shot 2017-03-01 at 4.08.25 PM
4
Enter the customer number provided by Brewer in the Customer Number field.
Figure 2-154Screen Shot 2017-03-01 at 4.11.36 PM
5
Select Save & Close to save and close the preferences.
Figure 2-155Screen Shot 2017-03-01 at 4.13.39 PM
Setup Automatic SKU Numbering
Automatic SKU numbering must be setup in General Preferences to be able to add new items from the Brewer catalog into POSIM EVO from a Purchase Order. See Auto ID Numbering for details.
Ordering Items
To begin the ordering process, a Purchase Order must first be created.
1
Go to the POSIM Navigator, select the Inventory section, click on Purchasing and then select Open PO.
Figure 2-156Screen Shot 2017-03-01 at 4.52.40 PM
2
A Purchase Order will open. Enter the Vendor ID for the Brewer vendor or use the Choose button to select a vendor.
Figure 2-157Screen Shot 2017-03-01 at 4.54.20 PM
3
The Purchase Order will show a Brewer Vendor Catalog button next to the Load Items button.
Figure 2-158Screen Shot 2017-03-01 at 4.54.20 PM
4
Add items to the Purchase Order. Enter the item SKU or use the Load Items button to lookup items in EVO.
Figure 2-159Screen Shot 2017-03-02 at 8.19.30 AM
5
To browse Brewer's item catalog, click on the Brewer Vendor Catalog button.
Figure 2-160Screen Shot 2017-03-02 at 8.21.58 AM
6
A catalog search window will appear. This search window is used to search Brewer's item catalog and does not search the POSIM EVO database.
Figure 2-161Screen Shot 2017-03-02 at 8.28.06 AM
7
Type a keyword to search the item catalog. The keyword must be a full word and contain a minimum of four characters. Press OK to begin the search.
Figure 2-162Screen Shot 2017-03-02 at 9.08.49 AM
8
A message will appear while the search is being done.
Figure 2-163Screen Shot 2017-03-02 at 8.45.56 AM
9
When the search completes, the advanced search window will open. At the top of the window, the keyword being searched will be displayed.
Figure 2-164Screen Shot 2017-03-02 at 9.13.20 AM
If more than 96 records are found, the following notification will appear:
Figure 2-165Screen Shot 2017-03-02 at 9.17.43 AM
Select Yes to continue loading all of the remaining items.
Select No to load only the first 96 items.
10
Press enter to view the search results that match the keyword search.
Figure 2-166Screen Shot 2017-03-02 at 9.15.03 AM
Figure 2-167Screen Shot 2017-03-02 at 10.05.17 AM
Figure 2-168Screen Shot 2017-03-02 at 9.54.59 AM
11
The advanced search can be used to filter the search results from the catalog further if needed. When the search results appear, items that match both search criteria, the Bernina catalog search and the POSIM EVO search, will show.
Figure 2-169Screen Shot 2017-03-02 at 10.13.47 AM
12
Select the items to add to the Purchase Order, then press Add Item. The item(s) will be added to the Purchase Order.
Figure 2-170Screen Shot 2017-03-02 at 10.16.32 AM
A progress bar will appear indicating how many item cards are being added to the Purchase Order.
Figure 2-171Screen Shot 2017-03-02 at 9.38.02 AM
13
POSIM EVO will check the local database to see if the selected items are new items or existing items. If an item is found that matches the Brewer Vendor SKU, the item will be added to the Purchase Order. If the Vendor SKU from Brewer is not found in the database, a new item card will be created and the item will be added to the Purchase Order. See the table below for a list of item card fields that are automatically generated based on the Brewer catalog information.
EVO Item Card | Brewer Catalog |
|---|---|
SKU | N/A - See Below |
Description | Title |
Unit of Measure | Unit of Measure |
Vendor ID | N/A - See Below |
Vendor SKU | Vendor SKU |
Vendor Cost | Cost |
Last Cost | Cost |
Average Cost | Cost |
Item URL | Product URL |
Our Retail | MSRP |
MSRP | MSRP |
Brand | Brand |
Web Description | Description |
Category | Category - See Below |
Case Lot Qty | Restricted Quantity |
Picture | N/A - See Below |
SKU - Automatically assigned from General Preferences. For details see Automatic SKU
.Vendor ID - The Vendor ID assigned to the Purchase Order will be added as the item vendor.
Category - New items will be automatically assigned a category. If the category in EVO matches the category from Brewer, the item will be assigned to that specific category. Otherwise, the item(s) will be assigned to the default category located in General Preferences. See Default Category
for details. Picture - The item image from Brewer's website will be added as the item picture in EVO.
Figure 2-172Screen Shot 2017-03-02 at 11.58.13 AM
14
When the Purchase Order is complete and ready to be posted, click Post.
Figure 2-173Screen Shot 2017-03-02 at 2.42.10 PM
15
A window will open showing a list of shipping addresses. These addresses are specific to your store and come from addresses that Brewer has on file for your account. Select one of the shipping addresses and press OK to continue posting the Purchase Order.
Figure 2-174Screen Shot 2017-03-02 at 2.41.35 PM
16
A notification will pop up asking if you want to send the PO to Brewer.
Figure 2-175Screen Shot 2017-10-02 at 12.29.34 PM
Cancel - Select this option to cancel posting and return to the Open PO.
Post Without Sending - Select this option to post the PO, but do not send the order to Brewer.
Send Now - Select this option to post the PO and send the order to Brewer.
17
When the Purchase Order is finished posting and "Send Now" was selected, the order will automatically be sent digitally using the Brewer API. Currently, Brewer does not provide the ability for users to confirm that the PO was submitted successfully inside of POSIM EVO. Call Brewer to receive confirmation that the order was successfully received.
MODA Integration
Retailers who use MODA as a distributor can connect directly to MODA's item catalog to search for items, order items and create new items in the POSIM EVO database. The following must be setup in order for the MODA integration to work:
Create a vendor card for MODA
Obtain a customer ID from MODA
Obtain a password (aka "Secret") from MODA
Set up automatic SKU numbering
Create a Vendor Card
A vendor card for MODA must be created or already exist in the database. See 2.2 Vendor Card for details on creating vendor cards.
Figure 2-176Screen Shot 2017-09-25 at 3.18.42 PM
Obtain a Customer Number and Password
A customer number is required to be able to access the MODA item catalog and submit purchase orders directly to MODA from within POSIM EVO. If you do not not know your MODA customer number, contact MODA directly to obtain one. Once you have obtained your customer number, enter the customer ID and password (aka "Secret") into General Preferences. See Integrations for details.
1
From the POSIM Navigator, go to the Administration section and click on General Preferences.
Figure 2-177Screen Shot 2017-09-25 at 3.22.37 PM
2
The General Preferences window will open. Choose the Extensions option and select Integrations.
Figure 2-178Screen Shot 2017-09-25 at 3.24.10 PM
3
Check the box for MODA Vendor and using the dropdown menu, select the vendor ID that will be used for MODA orders.
Figure 2-179Screen Shot 2017-09-25 at 3.39.11 PM
4
Enter the customer ID and password (aka Secret) provided by MODA.
Figure 2-180Screen Shot 2017-09-25 at 3.41.57 PM
5
Select Save & Close to save and close the preferences.
Figure 2-181Screen Shot 2017-09-25 at 3.43.34 PM
Setup Automatic SKU Numbering
Automatic SKU numbering must be setup in General Preferences to be able to add new items from the MODA catalog into POSIM EVO from a Purchase Order. See Auto ID Numbering for details.
Ordering Items
To begin the ordering process, a Purchase Order must first be created.
1
Go to the POSIM Navigator, select the Inventory section, click on Purchasing and then select Open PO.
Figure 2-182Screen Shot 2017-09-26 at 9.14.27 AM
2
Enter the Vendor ID for the MODA vendor or use the Choose button to select a vendor.
Figure 2-183Screen Shot 2017-09-26 at 9.15.35 AM
3
The Purchase Order will show a MODA Vendor Catalog button next to the Load Items button.
Figure 2-184Screen Shot 2017-09-26 at 9.18.14 AM
4
Add items to the Purchase Order.
Enter the item SKU or use the Load Items button to lookup items in EVO.
Figure 2-185Screen Shot 2017-09-26 at 9.20.38 AM
5
To browse MODA's item catalog, click on the MODA Vendor Catalog button.
Figure 2-186Screen Shot 2017-09-26 at 9.20.38 AM
6
The first time the MODA Vendor Catalog button is pressed, POSIM EVO will pull information from the MODA item database and a progress bar will appear.
Figure 2-187Screen Shot 2017-09-26 at 9.34.42 AM
7
The MODA vendor catalog search window will appear. This search window is used to browse MODA's item catalog and does not search the POSIM EVO database.
Figure 2-188Screen Shot 2017-09-26 at 9.23.55 AM
8
Type search criteria into one or more columns of the search window to filter the item search. Press enter to view search results.
Figure 2-189Screen Shot 2017-09-27 at 9.35.09 AM
9
If it has been more than seven days since the MODA catalog was last updated, EVO will prompt to refresh the item catalog.
Figure 2-190Screen Shot 2017-09-26 at 9.38.42 AM
10
Select the items to add to the Purchase Order, then press Add Item. The item(s) will be added to the Purchase Order.
Figure 2-191Screen Shot 2017-09-27 at 9.58.37 AM
11
A progress bar will appear indicating how many item cards are being added to the Purchase Order.
Figure 2-192Screen Shot 2017-09-27 at 10.01.06 AM
POSIM EVO will check the local database to see if the selected items are new items or existing items. If an item is found that matches the MODA Vendor SKU, the item will be added to the Purchase Order. If the Vendor SKU from MODA is not found in the database, a new item card will be created in POSIM EVO and the item will be added to the Purchase Order. See the table below for a list of item card fields that will be automatically populated based on the information provided from the MODA catalog.
EVO Item Card | MODA Catalog |
|---|---|
SKU | |
Description | Description |
Unit of Measure | Unit of Measure |
Vendor ID | |
Vendor Name | |
Vendor SKU | Vendor SKU |
Vendor Cost | Cost |
Last Cost | Cost |
Avg Cost | Cost |
Our Retail | MSRP |
MSRP | MSRP |
Current Price | MSRP |
Mfg | Manufacturer |
Mfg SKU | Mfr SKU |
UPC | UPC |
Case Lot Qty | Case Qty |
SKU - Automatically assigned from General Preferences. For details see Automatic SKU
.Vendor ID - Automatically assigned as the "Vendor ID" from the Purchase Order.
Vendor Name - Automatically assigned as the vendor "Name" from the Purchase Order.
Category - Automatically assigned as the default category specified in General Preferences. See Default Category
for details.Picture - The item image from MODA's website will be added as the item picture in EVO.
Figure 2-193min order qty missing
12
When the Purchase Order is complete and ready to be posted, click Post.
Figure 2-194Screen Shot 2017-09-27 at 1.00.56 PM
13
A notification will pop up asking if you want to send the PO to MODA.
Figure 2-195Screen Shot 2017-09-27 at 1.02.58 PM
14
Select one of the following options:
Cancel - Select this option to cancel posting and return to the Open PO.
Post Without Sending - Select this option to post the PO, but do not send the order to MODA.
Send Now - Select this option to post the PO and send the order to MODA.
If Send Now was selected, the PO will continue posting and the order will be automatically sent to MODA.
15
Select a print option.
Figure 2-196Screen Shot 2017-09-28 at 10.19.40 AM
Purchase Order Notifications
During the posting process, the purchase order is checked to ensure that all of the required information is included and to ensure that MODA has sufficient inventory available to fulfill the order. If any additional action is needed before the PO can be posted, the clerk will receive a notification with a brief explanation.
Bill To Requirements
The "Bill To" section of the purchase order must be complete with the following information in order to send the purchase order directly to MODA from within POSIM EVO: First Name, Last Name, Phone Number and Email address.
1
If the shipping information is incomplete, the following notification will appear:
Figure 2-197Screen Shot 2017-09-27 at 1.07.35 PM
for additional details or to edit the contact details.2
Select OK to return to the PO and complete the shipping information.
Figure 2-198OK
3
To edit the billing contact information for this specific purchase order, click on the blue Bill To hyperlink located in the "SHIPPING" section of the purchase order.
Figure 2-199Screen Shot 2017-09-27 at 1.16.14 PM
4
Check the contact information for the missing details.
Figure 2-200Screen Shot 2017-09-27 at 1.21.42 PM
5
Fill in the required details and press OK when finished.
Figure 2-201Screen Shot 2017-09-27 at 1.24.53 PM
6
Now that the billing information is complete, continue with posting the PO.
Insufficient Inventory
During the posting process, the "Qty" for items on the PO will be compared against the quantity that MODA has available to be ordered. If MODA does not have sufficient inventory, a notification will appear during posting with a list of the item(s).
Figure 2-202Screen Shot 2017-09-27 at 3.16.19 PM
1
Click OK to return to the Open PO.
Figure 2-203Screen Shot 2017-09-27 at 3.16.19 PM
2
Adjust item quantities as needed.
Figure 2-204Screen Shot 2017-09-28 at 10.02.41 AM
3
When finished, post the PO.
Figure 2-205Screen Shot 2017-09-28 at 10.02.41 AM
4
Select one of the following options:
Cancel - Select this option to cancel posting and return to the Open PO.
Post Without Sending - Select this option to post the PO, but do not send the order to MODA.
* Send Now - Select this option to post the PO and send the order to MODA.
If Send Now was selected, the PO will continue posting and the order will be automatically sent to MODA.
Figure 2-206Screen Shot 2017-09-28 at 10.08.53 AM
5
Select a print option.
Figure 2-207Screen Shot 2017-09-28 at 10.19.40 AM