How Purchase Orders Work

If you have the manager or inventory manager role for a location, then you will be able to manage purchase orders.

You can create a new purchase order from the inventory page, or underneath the "inventory" menu option in the main navbar at the top.

Adding Purchase Order Items

By default RepairQ will take you to the "Add Items" field and show you items that have fallen below their reorder point. You can save a Purchase Order by clicking "Save" at the top right of the Purchase Order page. Click "Cancel" to cancel the Purchase Order procedure.There are three ways you can add items to a purchase order:

 

  1. Add items from the Reorder Required list
  2. Copy items from a previous PO
  3. Search to add an item

Once items are added to a Purchase Order, navigate to the "Item List" field.

Shipping Cost: Enter shipping costs in the field with the truck icon on the left sidebar in the "Summary" field.

Select a Supplier: Select a supplier for this Purchase Order from the dropdown list. To add a new supplier or edit an existing one, click the "View & Edit Suppliers" button.

Supplier SKU: If the supplier has a SKU number for an item you've ordered, enter it in this field.

Note: Add a note to an item. 

Reorder Amount: The quantity you are ordering.

Cost: The cost of the item.

Price: The retail price of the item.

You can also edit any of these by clicking on the "Edit Selected" button. To remove items click the choice box next to the item you want to remove and click on the "Remove Selected" button. 

Click on "Order Items" to push the Purchase Order to the "Ordered" phase.

 

Advancing a Purchase Order

 Purchase orders can be in one of 7 statuses:

  1. New
  2. Ordered
  3. Partially Shipped
  4. Shipped
  5. Partially Received
  6. Received
  7. Reconciled

Ordered

This means you are done adding items to the purchase order, and you are telling the system that you placed the order with the supplier. Reorder points will now take into account all of the items you ordered, and you can view the qty of ordered items in the inventory index.

From a PO that is in "ordered" status you can receive items. You can receive items.

NOTE: At this point no inventory items have been created yet.

A Purchase Order can be reverted from Ordered status back to New/Draft status using the "Revert to New" button on the Purchase Order edit page ONLY if there are no backordered items attached to it.

Partially Shipped

When an internal PO has been fulfilled in part by the shipping location.

 

Shipped

When an internal PO has been completely fulfilled from the supplier location

 

Partially Received

A purchase order goes into "Partially Received" status as soon as you receive some items on a purchase order that is in "Ordered" or "Shipped" status. You can receive items in as many batches as you want to. As soon as you click the "receive items" button it creates inventory items based what you tell the system you received. It will stay in this status until ALL items have been received in full.

When the PO moves to Partially Received status, you can print labels for the items received by clicking the "Print Inventory Items" button. the "Print Catalog Items" button will have a different layout based on your settings for Inventory Labels versus Catalog Labels.

 

Received

A purchase order goes into "received" status as soon as you have received ALL items on a purchase order. You can receive items in as many batches as you want to. As soon as you click the "receive items" button it creates inventory items based what you tell the system you received.

When the PO moves to Received status, you can print labels for the items received by clicking the "Print Inventory Items" button. the "Print Catalog Items" button will have a different layout based on your settings for Inventory Labels versus Catalog Labels.

Reconciled

At any point while a purchase order is in "received" status you can click the "close" button to mark it as reconciled. If you have not yet received all of the inventory items you ordered, then the system will warn you before proceeding. When a purchase order is marked as "reconciled" you will no longer be able to receive more items, and you will not be able to edit it any longer.

NOTE: If the vendor shorted you any items you can close the PO to mark it as reconciled even if you have not actually "received" all of the items into inventory.  The shorted items will not be disregarded and the PO will be closed out, showing a variance between ordered value and received value.  This means you can always go back into the PO later and see that you ordered 5 but only received 4 items into inventory.  Alternatively you can receive the shorted items into inventory and then adjust them out of inventory into void (to get the out of inventory with no strings attached) or RMA sent (i.e. if you want to track that you are waiting for a refund for the shorted items since you did pre-pay after all).

Inventory Management Settings

You can set a reorder point and reorder amount for each catalog item. Your catalog is used by all locations, so you may also choose to set a reorder point and reorder amount for each location (just look for the "Location Overrides" button while you are editing a catalog item).

 

  • Reorder Point:  When your instock qty + ordered qty for a catalog item falls below your reorder point, it is added to the "reorder required" list.
  • Reorder Amount: When creating a Purchase Order, the reorder amount will be used as the default qty to order.
 
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