New Purchase Order

Access to this feature may only be available with the ‘Complete’ edition. Ask your Wasp representative for details.

Purchase orders can be created in Inventory Cloud and emailed directly to your Vendor, or printed for faxing or mailing.  We recommend you review the topic Purchase Orders/ Receiving Overview before using the purchase order feature for the first time.

Creating a New Purchase Order

View/Edit Purchase Order

Creating a New Purchase Order

1. Click on the Purchase > New Purchase Order.

2. The New Purchase Order screen appears.

Order Details Tab

3. PO Number - Enter a PO Number for this new purchase order. If you have set up InventoryCloud to automatically generate PO numbers, the field will say "Automatically Assigned" as shown in the image above. Each purchase order is assigned a unique identifier consisting of an alpha-numeric value of up to 30 characters. This number can be manually entered each time you create a new purchase order or you can create a template that the software will use to automatically generate a number for you. Create the template using the Number Series screen. You can edit an automatically assigned PO number if needed.
4. Vendor - Choose the Vendor.
5. Email - Enter the Vendor Email for this PO.
6. Ref Number - Enter a reference number for this PO.
7. Notes - Enter notes.
8. Order Date - The Order Date defaults to the current date. Change the date by clicking the Calendar icon.
9. Due Date - Enter a due date for this purchase order by clicking the Calendar icon.
10. Payment - Select the Payment type from the drop-down list.
11. Ship Via - Select a shipping provider from the drop-down list. Shipping Providers can be added on the New Shipping Providers screen.
12. Ship Method - The Ship Method drop-down list populates based on the Shipping Provider selected.
13. Click on the Reorder Low Stock button.

Note: if the selected items associated with a particular vendor have below minimum stock level then the “Reorder Low Stock” button will be outlined in red. When you click on the Reorder Low Stock button, the Reorder Item list will appear and it will list all the items (associated with the selected vendor) that are below minimum stock.

14. Select the Items by clicking on the checkboxand it will add that item to the purchase order.
15. Items Total - Once you select the Items from the Reorder Item list, the Item total field will calculate the total amount of all items added to this PO (items are added on the Line Items tab.) and display it.
16. Status - This status message changes based on the stage the purchase order is in.

Address Details Tab

17. Vendor Address - Select the address type from the Address drop-down menu. The options listed in the menu populated from the information entered on the New/Edit Vendor screen. The selected address appears in the text field. You can change this address by clicking the Override Address checkbox.

18. Ship To Address -  Select the address type from the Address drop-down menu. The options listed in the menu populated from the information entered on the Company Details screen. The selected address appears in the text field. You can change this address by clicking the Override Address checkbox.

Line Items Tab

19. Click on the Line Items tab.

Add items:

20. Item Number (required) - Enter the item number you want to add to this purchase order.
21. Quantity (required) - Enter the quantity.
22. Unit (required) - Enter the unit.
23. Price - The price will populate based on information entered for the item (on the New/Edit Item screen). The price can be edited as needed.
24. Total - The total amount will get calculated based on the Quantity/Unit and Price.
25. Vendor SKU/Description - The Vendor SKU and Description populates based on the Item selected by you (on the New/Edit Item screen).
26. Click on the Add button. The item will appear in the list at the bottom of the screen. To remove the added item, click on the Remove button after selecting the item  by clicking on the checkbox.

• To update any of the details in the Bottom Grid/ Item Queue section, click on the line item to be updated. The selected item will appear in Blue color and the details related to the item will populate in the top section of the screen. You can update the required details and click on the Update button.

27. To print the purchase order, click on the checkbox next to Print Purchase Order. Note: In case the pop-ups are blocked and you are unable to view the print receipt, Refer Popups and Redirects to allow pop-ups and to view the print receipt.
28. Select Save, Send and Issue button when you are ready to complete the purchase order. The order will be sent to the email indicated on the purchase order. You can also click on the Save not Send button if you do not want to send the purchase order and wanted to only save the details. The Save not Send button will appear when you click on the drop-down button next to Save, Send and Issue button.

29. A message will appear indicating that purchase order is successfully issued and a print receipt will also get generated (if Print checkbox option is selected)

Message

Print Receipt

View/Edit Purchase Order

The View /Edit Purchase order allows the user to edit the purchase order related details.

Click on the Purchase > View Purchase Orders.

Search the purchase order to be edited.

Click on the PO number.

The View/Edit PO's screen will appear.

Edit the required details. Refer New Purchase Order to know more about the field details.