How will Purchase Orders help my business?
You can use EZOfficeInventory to create and keep track of Purchase Orders, helping you easily define the types, quantities, and agreed prices for items you need. The Procurement Module ensures that orders are processed quickly by creating linkages between items and vendors. You can now have greater control over your dealings with suppliers, print invoices to send on to vendors or keep for yourself, and watch items be updated as soon as they’re read as received on the system, without the need for any action on your side!
Getting started with Purchase Orders
If you’re on the Platinum plan, you can enable this module by going to Settings > Add Ons > Purchase Orders > Enable. Once this is done, you’ll be able to find the Purchase Orders page under More > Purchase Orders:
Creating a Purchase Order
To add a new PO, click on the ‘Add Purchase Order’ button on the right of the page. This opens up an overlay prompting you to choose a vendor to create a Purchase Order against. Once this is done, you’ll be taken to the Purchase Order page where you can fill in all details such as Payment and Shipment Terms (for added details for your vendor), the Delivery Location (referring to the location the received items will be added to), and Description (which will appear on the PO invoice). See the image below. You can also add custom fields for PO from More -> Custom Fields.
You can then add items to your PO, adjusting the quantity and price based on your agreement with your vendor.
Admins can also add multiple items to a Purchase Order using the mass action button on the Items page, speeding up processing times. They can add these to an existing drafted PO, or create a new one right there.
This will update to show the total cost for the line items added, and will also account for any custom entries you might have made (shown below as ‘pre-payment’):
Hit ‘Confirm Order’ button from the right once you are done with adding items. No more items can be added to this PO now. You can now receive items against this PO. You can also add items that don’t already exist in the product catalog directly from this page, which will automatically create a new item when the order is received.
As with all listing pages in EZOfficeInventory, the three vertical dots at the top right can be clicked to customize columns for this page.
Receiving items against a Purchase Order
Any time an item is received against a Purchase Order, the system will automatically update the product catalog as well as any details like cost price, location, etc. For this to work out, hit ‘Receive Items’ button from the right in the Purchase Order page.
For example, if you made a purchase order for 10x Chairs, 1x Camera, and 1x Laptop and received a part of the order, say you haven’t received 5 chairs out of 10 chairs. See image below:
Uncheck ‘Update product catalog with items received’ if you do not want the system to be updated automatically. The image below shows how the pricing table will be shown after you receive the items.
Purchase Orders and Stock Quantities
The system not only updates the list of assets received against a Purchase Order, but also helps you manage asset stock and inventory quantities. On a stock item’s detail page, you’ll find a section entitled ‘Stock Orders’:
When an order of 10 chairs is received, for example, the ‘Stock Orders’ section will update to reflect the quantity ordered. If 5 of these items are received against the PO, the ‘Quantity by Location’ section will show 5 additional chairs, and the ‘Pending Stock’ will show 5 remaining stock. However, the ‘Quantity Ordered’ will remain 10 until the entire order has been received.
Purchase Order States
A purchase order can move through many states depending on whether an order has been confirmed, payments made, and the items that have been received against it. Below, you’ll find a list of all possible states a Purchase Order can pass through. This includes Drafted, Completed, Confirmed Payment Pending, Confirmed Items Pending, and Void:
You can also put Drafted Purchase Orders in the void state, and clone them at any stage to make order management even easier. Note that if both payment and items are pending on an order, the system will reflect the ‘Confirmed Items Pending’ status.
Communicating with Vendors
You can send emails to vendors at any stage of a Purchase Order. This can include all relevant correspondence such as quotations or pricing negotiations. Clicking ‘Send Email’ will open an email textbox pre-populated with the vendor’s email address. You can also add admins to the correspondence in the top section, as well as CC any other individuals you’d like to send the email to:
You can add a PDF link to the Purchase Order directly from this overlay (as shown above).
The module cannot be accessed by Staff Users; you must be an Administrator to create a PO. Of course, you can always edit the Purchase Order to account for whoever requested a certain order:
Documentation and Reports
Clicking on ‘Print Invoice’ will download a PDF of the Purchase Order documentation that you can then send on to vendors or to people from the accounting department. For more information, you can click on the ‘History’ button on the right for a history trail of actions and information relating to the Purchase Order:
Under Reports > Purchase Order Line Items report, you can get a summary of PO actions, which can be filtered according to your preferences:
These reports can also be exported as either a PDF or CSV.
Stay on top of your purchase orders. Get notified for actions performed on PO for items. Enable PO alerts from Alerts under ‘Purchase Orders’.
Share your queries
Sign up today for a free 15-day trial or request a demo. For more assistance, drop us an email at firstname.lastname@example.org. You can also share your ideas on our Community Forum or visit our blog for detailed support posts.
Updated: February 15th, 2017 – Receiving item in Purchase Orders, Custom Fields and Alerts, Add multiple items to PO via mass action, Stock Quantity updates.