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Creating Purchase Orders

By Kelsey

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Purchase Orders are a seamless way to order additional inventory and update your inventory quantities at the same time.


Contents


Creating a Purchase Order

To create a purchase order:

  1. In the Management Console ([yoursubdomain].revelup.com), go to your Inventory tab and click the Purchase Orders sub-tab.
  2. Click Create New PO in the top right corner:

  3. From the window, choose Create New PO if you have not yet received the inventory. Choose Create New PO & Receive if you already have the inventory on-hand and need to update your inventory numbers and records:

  4. From the dropdown menu, choose an existing vendor or choose Create New Vendor if you need to add a new vendor. Click Next:

  5. In the Create New Purchase Order screen, fill out all required fields for Vendor Information, Shipping Information, and Contact Information.
  6. At the bottom of the screen, click the Click to Add Item box to start adding products to the PO. In the drop-down, you will see all items that have been previously attached to this vendor. Click Show All Items to access all items in your database.
  7. To add an item to the purchase order, click an item from the drop-down or search by Product Name, Barcode, or SKU. If a product does not exist in the database, click Create New Product and add the new product information. Click Save once done.
  8. Once products are added to the purchase order, enter the quantity to be ordered under the QTY field. Enter the cost per unit for the item under the Cost field.
  9. Fill out any additional product information like Vendor Item ID or Taxed if applicable.
  10. Once all items have been added and details have been filled out, click Save in the top right corner to save the purchase order:

  11. Click Back to PO List to return to the main Purchase Orders screen. You will see your newly created PO at the top of the list:


Purchase Order Statuses

You can edit the status of a purchase order by clicking the pencil icon to open the purchase order. The various statuses of a purchase order are:

  1. New: Indicates a new order has been created, but no items have been received yet.
  2. Sent: Indicates the purchase order has been sent to the vendor.
  3. Partially Invoiced: This indicates that the purchase order has been partially billed or invoiced. 
  4. Partially Received: Indicates the order has been partially received.
  5. Fully Received: Indicates the order has been fully received. 
  6. Finalized: Indicates the purchase order has been completed and closed.
  7. Uninvoiced: Indicates a Vendor Invoice # hasn't been entered for the purchase order. 
  8. Invoiced: Indicates a Vendor Invoice # has been entered for the purchase order. 

Receiving Partial Purchase Orders Through the Management Console

When your items in a purchase order begin to arrive, you can receive the items through the Management Console or through the POS. To receive the items through the Management Console:

  1. In the Purchase Orders page, click the receive icon in line with the purchase order:

  2. When receiving a partial order, enter the quantity that has arrived under the QTY field in line with product.
  3. If your vendor has provided an invoice, enter the invoice number in the Vendor Invoice # field.
  4. Click Receive Items in the bottom right corner:

  5. From the Finalize Receipt window, choose No since you will need to access this PO again to receive the remainder of the order:

  6. Your inventory quantities will automatically update by the number you entered in the QTY field.
  7. When the remainder of your order arrives, click the receive icon in line with the PO. Click the Receive button in the bottom right corner.
  8. From the Finalize Receipt window, choose No if you need to update information like the Vendor Invoice # or Shipping & Handling charges. If all of your information is updated and the PO is complete, choose Yes.
  9. Once you choose Yes from the Finalize Receipt window, the PO status will change to Finalized.
  10. If you choose No from the Finalize Receipt window, you can edit information by clicking the pencil icon in line with the PO.
  11. In the PO, click the Cost Adjustments button in the bottom right corner:

  12. In the Cost Adjustments window, you can edit the Shipping & Handling, Misc Costs, Tax, Vendor Invoice #, and Reason for the adjustments. After your edits have been entered, click Confirm.
  13. When your information is updated, click the Finalize button in the top right corner of the PO to mark the PO as Finalized.

Receiving Full Purchase Orders Through the Management Console

If you receive an entire purchase order at once, you can easily receive the entire order through the Management Console. To do so:

    1. In the Purchase Orders page, click the receive icon in line with the purchase order
    2. Since you are receiving an entire order at once, you do not have to edit the QTY fields. Click the Receive button in the bottom right corner.
    3. From the Finalize Receipt window, choose No if you need to update information like the Vendor Invoice # or Shipping & Handling charges. If all of your information is updated and the PO is complete, choose Yes.
    4. If you choose No from the Finalize Receipt window, you can edit information by clicking the pencil icon in line with the PO. In the PO, click the Cost Adjustments button in the bottom right corner.
    5. In the Cost Adjustments window, you can edit the Shipping & Handling, Misc Costs, Tax, Vendor Invoice #, and Reason for the adjustments. After your edits have been entered, click Confirm.
    6. When your information is updated, click the Finalize button in the top right corner of the PO to mark the PO as Finalized.

Receiving Purchase Orders Through the POS

Your purchase orders must be created in the Management Console, but you can receive the items in the PO through the Management Console or the POS. To receive a PO through the POS:

    1. Once you have logged in to the POS, tap the gear icon in the top left corner to open the Settings menu.
    2. From the Settings menu, tap Manager.
    3. In the next window, tap Inventory from the left side of the screen.
    4. In the Inventory Management screen, tap the POs box in the top right corner.
    5. Here, you can search by an item in the PO or by the PO #, which you can find in the Management Console in the Purchase Orders tab.
    6. After you have entered an item name or a PO #, tap Submit:

    7. When the PO window opens, you will see all items in the purchase order. Here you can partially receive items or receive them in full, just like in the Management Console.
    8. If you have a Vendor Invoice #, enter it in the top right corner.
    9. Tap Submit in the bottom right corner once you have entered any necessary details, like quantity adjustments:

    10. Tap OK from the Inventory Updated screen. Tap Dismiss from the Inventory Management screen.


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