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 Order 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 drop-down menu, choose an existing vendor or click Create New Vendor if you need to add a new vendor. Then, 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. In the drop-down, you'll see all items that have been previously attached to this vendor. Click Show All Items to access all items regardless of vendor.
  7. Click on an item from the dropdown or search by Product Name, Barcode, or SKU to add it to the Purchase Order. 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 order under the Cost field.
  9. Fill out any additional 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:

  11. Click Back to PO List to return to the main purchase order screen. You'll 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: Your purchase order has been created and saved, but you can make any kind of edits necessary, including deleting the entire purchase order, adding new items, removing items, or adjusting quantities and costs.
  2. Sent: Indicates the purchase order has been sent to the vendor.
  3. Partially Received: Indicates a partial amount of the items in the order have been received.
  4. Fully Received: Indicates all of the items in the order have been received.
  5. Finalized: Indicates the purchase order has been fully received and closed. Edits can no longer be made.

Receiving Partial Purchase Orders Through the Management Console

When your items on 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 Order 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 top right corner:

  4. Then, click Receive Items in the bottom right corner.
  5. From the Finalize Receipt window, choose No since you'll 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. Then, 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. In the PO, click the Cost Adjustments button in the bottom right corner:

  11. 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.
  12. When your information is updated, click the Finalize button in the top right corner of the PO to mark it 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 Order 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 it 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've logged into the POS, tap the Inventory button from the left of the dashboard screen.
    2. In the Inventory Management window, toggle to the POs tab.
    3. Here, you can search by an item in the PO or by the PO #, which you can find in the Management Console under the Purchase Orders tab.
    4. After you have entered an item name or a PO #, tap Submit.
    5. 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.
    6. If you have a Vendor Invoice #, enter it in the top right corner.
    7. Tap Submit in the bottom right corner once you have entered any necessary details, like quantity adjustments:

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


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