A Purchase Order is used for keeping track of items you order from Suppliers. You can use Purchase Orders to keep track of items you’ve ordered, received, or plan on ordering.
At a Glance
- Create & Confirm Purchase Order.
- Send PO to Supplier.
- Once items arrive, reopen PO, review and receive PO.
- Confirm associated Purchase Invoice, adjust item quantity as needed.
- Repeat (if necessary) for undelivered items.
Creating & Receiving Purchase Orders
To start a new Purchase Order, select the ‘+’ from the PURCHASES module.
Add the products to be ordered in the area below. New rows will automatically appear as needed. Items can be added by scanning a barcode, or begin typing the product name or code to query.
Put in your cost and amount. You can enter other fields you feel necessary such as unit, tax rate, sales markup, or supplier quoted delivery date.
Like most documents in ERPLY, Purchase Orders have both a ‘Save’ and ‘Confirm’ option. Saving is for working on the document but coming back to it later. Confirming is for completing the document and moving to the next step in the process. Once confirmed, the registration number will be automatically generated.
Your Purchase Order has now been created and confirmed. It is now located under the Purchase Orders screen. You can search for it by status, number, date, etc.
The Purchase Order is considered sent out your supplier, but the goods are NOT yet registered into your inventory.
You can send your PO to your supplier using the print/email button by either downloading the PDF to send from a specific email address, or send directly from ERPLY by choosing the email option.
When the goods arrive, locate your Purchase Order and open it to finish the process.
Search for the Purchase Order by Reg. Number, Supplier, time frame, or any other filter fields shown:
Open your Purchase Order for review, then choose “Receive PO” from the QuickNav Bar on the bottom of the screen.
Once selected you will notice the layout converts to a Purchase invoice. A new field, ‘Invoice number’ appears. This is where you will put the PO number provided by your supplier.
NOTE: If the document does not convert to a ‘Purchase invoice’, but instead to a ‘Purchase invoice-waybill’, you need to go to ‘Configuration’ under SETTINGS module and uncheck ‘Enable purchase waybills and purchase invoices as separate document types”.
At this point if there are any differences between the amount of goods ordered and what arrived from the supplier, make the changes accordingly on the Purchase Invoice document.
Once complete Select ‘Confirm.’
Delivered items have now been added to your Inventory.
Additional Purchase Order Options
Multiple Deliveries of PO from Supplier:
To receive the partial order against the PO, select ‘More’ and click ‘Receive purchase order.’
This time, ONLY the undelivered items (that were not yet received from Original PO document) are displayed to be received.
You can again edit what was received, ERPLY will assume the rest of the items arrived. Click ‘Confirm’ when done.
Reorder or Remove Missing Items:
Follow the same steps above, choose ‘List of undelivered items’ from the ‘More’ menu.
Once opened, a new window will appear. There will be two options.
Create New Purchase Order: Creates a new PO with all items that are on the undelivered list. Repeat above steps for PO process.
Clear Undelivered Items: Removes any items that were not delivered from the original Purchase Order. This will keep your Purchase Orders and Purchase Invoices matching.