Module : Inventory 

Topic : Purchase Orders 

Version(s) : Version 5.1 and up  

Editions : Commerce & Call Center edition 

The Inventory Purchase Orders within OrderLogix make it possible to keep track of details, and print orders for new inventory. The Purchase Order List screen shows all purchase orders in the system as well as their status, listed from the most recent to the oldest.



Some administrative actions on a purchase order can be performed right from the list screen, such as approving or creating a  receipt  for a purchase order. In addition to the standard   edit pencil icon, and   copy icon, there are some additional buttons which correspond to the following actions:

•    Approve purchase order, so that it can be received.
  
•     Create a receipt for this purchase order.
  

After a purchase order has been marked as approved, only limited edits can be made to it and the edit pencil will be replaced with the   limited edits icon. If the purchase order is no longer valid and no inventory has been received for it as of yet, it can be cancelled so that a new one can be created. The Status column will indicate the overall status of the purchase order. As receipts are added to the purchase order, the status will move from Open to Approved, then Partial, to Received status when all inventory listed in the order has been received:

Creating a new Purchase Order:

Clicking on the   Add new icon at the top of the Purchase Order list opens up the new Purchase Order entry form:

Main Purchase Order Details -  The main details of the purchase order are as follows:

• Supplier : Name of the supplier where the ordered products will come from. The SKU’s that can be added to this order will be filtered by which supplier offers them.
  
• PO Number : The unique number for this purchase order. This number is automatically generated, but can be manually changed if so desired.
  
• Reference : This is an optional field, to provide an additional reference number.
  
• Payment Terms : The payment terms to be associated with this order. 
  
• Shipping Method : The shipping method to be associated with this order.
  
• Order Date : The date that this purchase order was created.
  
• Due Date : The expected delivery date of the inventory for the purchase order.
  
• Status : Overall status of the order. The status’ can be as follows:
  

• Contact Name : Contact name of the supplier for this purchase order.
  
• Contact Phone : Contact number of the supplier for this purchase order.
  
• Comments : Optional comments field for any additional information to be kept with this purchase order.       
  

2. Ordered Products Grid - This area contains all the details about the specific products that have been ordered. The products that can be added to this grid depend on which Supplier is selected, as well as which client is selected from the Bill From field. The columns in this grid contain the following details:
   

• SKU : This is the SKU (according to OLX) for the desired product.
  
• Supplier SKU : This is the suppliers own SKU name for the same product that is selected.
  
• Short Description : A short description of the SKU being ordered.
  
• Order UOM : A supplier may offer a particular SKU in various sizes. For example they may sell by the palette, case, or crate. This field indicates which unit is being ordered.
  
• Unit Cost : An estimated cost of the item according to the SKU’s configuration on the Supplier screen. The actual cost will be entered with the receipt is made for this purchase order.
  
• Order Qty : The number of units ordered, in the unit indicated by the Order UOM column.
  
• Ext Cost : An estimated full cost of the line item, based on the number of units ordered. This is calculated when the line item is saved.
  

3. Billing & Shipping Information : This area contains two drop down selectors, one for the Bill From and the other for the Ship To addresses. A preview of the address is shown in the box below these selections. These are the addresses that will be printed on the purchase order form itself. The Ship To address is simply the address to the warehouse where the inventory will be shipped.
   

• • The Bill From selector includes both warehouses and client names. This allows billing to be handled either by the warehouse owner, or by specific clients. If a client is selected in the Bill From selector, the products available for order will be filtered down to include only products that are being sold by that client in OrderLogix. If the Bill From address is the warehouse itself, any SKU for the selected supplier can be added to the order.
    

4. Purchase Order Printing : Typically in OLX, the   print button will output a snapshot of the current screen to the printer. This screen is an exception. Rather than printing the screen, an actual Purchase Order form will be opened. This can be printed, or saved as a PDF for emailing to a supplier. This will then display a printable PDF document with the details of the purchase order:
   

• To Save the current purchase order and close the edit window, click the   save button.
  
• To Cancel current changes to the purchase order and close the edit window without saving, click the   cancel button.
  
• To Delete the current purchase order, click the   delete button.
  
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