Purchase Orders/Receive Overview

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

Purchase orders can be created in InventoryCloud when you need to order additional inventory from Vendors. These orders can be emailed to the Vendor and/or printed upon creation and can be easily referenced and searched in the system. When you receive a shipment of the items on the purchase order, the items can be marked as received either on the PC's Receive screen or on the mobile devices.  You can also create backorders from an existing purchase order for all or some of the items on the order.

InventoryCloud allows you to create purchase orders for:

• Inventory Items - This item is already in your inventory database. Use this to re-order existing items.
• Non-Inventory Items - This item is not listed as inventory in your database.  Use this to order items for which you do not want to track inventory, such as marketing fliers or business cards.
• Service Items - Use this option to add one-time items, such as shipping and handling, to an order.  Be aware that manual items cannot be received on mobile devices.

With a little advanced planning, much of the purchase order creation process can be automated for you. Setting up these four pieces before you begin creating purchase orders will speed the process:

• Set up preferred Vendors for your items, then you can simply enter the item number on the purchase order and the Vendor information will automatically appear on the order.
• Enter a Vendor or Vendors for an item and enter that Vendor's shipping unit of measure, this information will also automatically appear. Preferred Vendors are entered on the New Inventory -> Vendor tab. Vendor unit of measure information is entered on the  Create New or Edit Vendor screen under Lookups.
• Create a template for your purchase order numbers so that they will be automatically generated for each purchase order you create. These templates are set up on the Number Series screen under settings.
• Make sure you enter a minimum stock level for your items and enable the Automatic Notification option. This enables InventoryCloud to notify you of items that have reached the reorder point in a report broken down by location.  Minimum stock levels are entered on the Create New or Edit Item screen, Locations tab.  The Automatic Notification option is enabled on the Options screen.
• Enter email addresses for your vendors.  If email addresses are entered, you can select the Email on Save option at the bottom of the Create New Purchase Order screen to automatically send notification emails to the Vendor attached to the current PO. In addition, you can enable InventoryCloud to send notification emails to PO managers, receiving, or anyone for whom you have entered an email address. You can enter email addresses for your vendors on the Create New or Edit Vendor screen.  

To further streamline the process, you can use a barcode scanner to add information to the scannable fields on the Create New Purchase Order screen, including Vendor, Purchase Order Number and Item Number.
 

The basic flow from purchase order creation to receiving the items is as follows:

1. When you need to replenish inventory for an item or items, create a purchase order on the Create New Purchase Order screen (accessed from New > Purchase Order).  After you select a Vendor for this purchase order, you can click the Items at Re-Order Point button at the bottom of the screen.  The system will then check for any items for this Vendor that are at or below their reorder points and populate the purchase order with those items. For detailed information creating purchase orders, please see the New Purchase Order topic. On Saving, the Purchase Order will now appear on your Purchase Order List (Lists > Purchase Orders). From the Purchase Order List, you can Edit or Delete (as long as the order has not been partially received) the order as needed. Please refer to the View Purchase Orders topic for more details.

2. When you begin to receive inventory for the purchase order, you will enter the quantity received for each item on the Receive screen (Purchase > Receive).  Inventory for an item can be marked as received on the PC's Receive screen or on the mobile devices.  This screen allows you to enter quantities received by location, and can optionally show you costing information as well. Receiving inventory on the Receive screen adds inventory to that item. For detailed information on the Receive screen, please refer to the Receive Inventory topic. Inventory can also be received in iOS, Android and Windows Mobile devices  

Note:  When the user makes an update on any Purchase Order, the status of the purchase order will also get updated.

• Draft OK - When a new purchase order is created and saved but not sent (i.e. New PO created -> Saved Not send). The status will be Draft Ok.
• Open - PO Issued - When a new purchase order is created and then the order is sent and issued for further processing (i.e. New PO created -> Save, Send & Issue). The status changes to Open - PO Issued.
• In Progress PO Received short - When the items are received partially and the user enters the quantity and saves the changes in the receive inventory screen. the status changes to  In Progress - PO received short in the View PO screen.
• In Progress - PO Received complete – When the items are received (fully) and the quantities are entered in the Receive screen (i.e. Receive ->Quantities received > Saved).  The status changes to In Progress - PO Received complete.  (The items are received fully and on the receive screen, the PO is still not closed ie only it is 'Saved' not 'Save & Close').
• Closed - PO Closed Short - When the items are received partially and the user chooses to close the order and create a backorder. (Even the status remains the same if the order is just 'Closed' with creating back order).
• Closed – PO Received complete – When the quantities are entered in the Receive screen and the purchase order is saved and closed.