Your software can help you manage your product ordering and inventory by keeping an organized list of all the products that need to be ordered, as well as providing you with purchase orders that can be e-mailed, faxed, or mailed directly to your suppliers. Once a purchase order is created and saved, it can be found by selecting Edit Purchase Orders from the Accounting pull-down menu.
To access the Product Ordering screen, click the Ordering button or select Product Ordering from the Products and Services pull-down menu.
Click the Products button or select Edit Products from the Products and Services pull-down menu.
Double-click the product to order, or highlight the product and click the Edit Product button.
Click the Ordering tab.
Click the Order this Product Now button.
The Add Purchase Order window will open. Once completed, submit to Supplier for order fulfillment.
Setting Products For Auto Reordering
You can automatically add products to the Products the Need to be Ordered list when they reach a certain stock level.
Click the Product button or select Edit Products from the Products and Services pull-down menu.
Either double-click on the product, or highlight the product and click the Edit Product button.
Click the Ordering tab.
Check the Auto Reorder box. This product will be added to the reorder list when the quantity in stock is equal to or less than the reorder point.
Enter the product Reorder Point.
Enter the Reorder Quantity or the number of products to order.
Optionally, check the Hold Order Until box to not reorder products until a certain date.
Click Save when finished.
When your product count falls below the reorder point entered in Step 5, you will receive a pop-up message if the Pop-up Product Reordering option is enabled, and the product will be automatically added to the Products that Need to be Ordered list.
Pop-Up Product Reordering Options
A pop-up message can be set to appear when one or more products need to be reordered. You can click the top of the pop-up reordering reminder window and drag it to keep it from disappearing.
Select Pop-Up Reorder Options from the Tools pull-down menu.
Select the notification options you prefer.
Every time a ticket is closed: displays the pop-up reorder reminder every time a ticket is closed
Every |___| hours: displays the pop-up reorder reminder at a selected hourly interval
Once a day: only displays the pop-up reorder reminder once per day
Do not show pop-up reorder reminder: disables the pop-up reorder reminder
Click OK.
Ordering Products
Click the Ordering button or select Product Ordering from the Products and Services pull-down menu.
In the Display section, select Products that need to be ordered. Inactive products will not appear on the Ordering screen.
A list of products that need to be ordered will appear. Any product from this list can be added to a purchase order, or PO. If you wish to take a product off the Ordering screen, uncheck the Auto Reorder box on that product.
Highlight the items to add to the purchase order and click the Order Items button, or double-click on a product that you would like to place on order. To put several products on the same purchase order, click to highlight all items that need to be ordered by clicking the left mouse button while holding the Ctrl key, then press the Order Items button. A purchase order with all items that you have highlighted will be created.
The Add Purchase Order screen will appear.
The description, size, make, category, wholesale price, and quantity ordered will automatically populate.
The quantity ordered is calculated by adding the reorder quantity plus the reorder point minus the stock count.
Select the supplier from the pull-down list in the Supplier Information section.
Leave the status as Open.
Optionally, set a Date due date.
Click the Save button and the product will be shown as being put on order.
You will be returned to the Ordering screen.
In the Show field, you can select from the following choices to view the status of your product ordering:
Products that need to be ordered: products that need to be ordered
Products on order: products that have been added to purchase orders
All orders: all purchase orders
Orders in process: products that have been added to purchase orders but not received
Complete orders: products that have been added to purchase orders that have been received
Incomplete orders: products that have been added to purchase orders, but only some have been received
To physically place the order after the purchase order has been saved, you should call, fax, or e-mail the supplier the purchase order. You can e-mail a purchase order to a supplier from the Purchase Orders screen.
Click the POs button or select Edit Purchase Orders from the Accounting pull-down menu.
Highlight the purchase order to e-mail.
Click the E-mail PO button.
Printing Products on Order
Go to the Product Ordering screen.
Make the appropriate products on order selection in the Display section.
Click the Customize View button on the left to add or remove columns as desired.
You can use the Add, Remove, and Move Up and Move Down buttons to customize the information to view.
Click OK to return to the Product Ordering screen.
Sort to the desired display by clicking a column heading, such as Product ID.
Click the Print List button.
The Print Options window will appear.
Make the appropriate print option selections and click Print.
Receiving Ordered Products
Go to the Product Ordering screen.
Select Products on order in the Show field.
Select Orders in process.
Double-click on the purchase order with the products you received.
The Edit Purchase Order screen will appear.
Enter the quantity of the product received in the Qty Received column.
Edit any fields that may have changed, i.e. you can edit the shipping and wholesale prices if they have changed.
If the quantity received is greater to or equal to the quantity ordered, the Status column will be changed to Complete.
Change the PO Status to Closed.
Optionally, select a Date closed date.
If the quantity received is less than the quantity ordered, the Status column will be listed as Incomplete, and the purchase order status should remain Open.
Click the This PO has been paid box if this purchase order has been paid for already.
Click the Add items to general ledger box if you would like to add these items to the general ledger.
Click the Save button.
Your stock count will automatically update and the quantity received will add to the current quantity in stock.
If you selected Add items to general ledger, the Edit Ledger Entry screen will appear.
Fill out the information and click Save. See the article here for more information on ledger entries.
If you have numerous products on the purchase order and you wish to mark them all as being received, simply click the Mark All Received button and save the purchase order as you normally would.