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Independent Supplier

New Purchase Order (Independent Supplier)

A purchase order (PO) is a commercial document and first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. It is used to control the purchasing of products and services from external suppliers.

PO’s created here will automatically be saved in the Purchase List, located in the main Purchases page.

Get to the page below via Homepage > Purchases > New Purchase Order

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Supplier Type

Select the type of supplier from which to order the item(s). The layout of the page will change, with added / removed options and fields depending on which supplier type is selected.

Tip
Single Supplier: A single vendor from whom you purchase the item(s).

Multi Supplier: This refers to a purchase order which cites multiple products from more than one vendor.

Independent Supplier: A vendor who is not registered in your list of suppliers (e.g. A door-to-door salesperson).

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Supplier Details

As this is an independent supplier, you typically won’t have their information saved.

After tapping the Independent Supplier button, a pop-up window will appear, enabling you to input the supplier’s name, number, email, and address.

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After filling out these fields and tapping the check mark to save, this information will be displayed in the highlighted area in the image below.

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Order # & Reference

Use these fields to input a custom order number and reference.

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Payment Status

There are three options to choose from, two of which will increase the number of information fields.

Not Invoiced

This option should be chosen when a purchase order has been sent to the supplier, and awaiting to receive an invoice from the supplier for those items.

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Invoiced and Not Paid

This option should be chosen when an invoice has been received from the supplier, but no payment has been made.

Selecting this option will add three fields to the purchase order, highlighted below. Select the Delivery Status (which will modify the field directly above it, allowing you to input either a ‘Required Date’ or ‘Delivered Date’), enter a Payment Due date, and input the order’s Invoice Number.

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Invoiced and Paid

Select this option when an invoice from the supplier has been both received and paid.

Similar to the previous option, this will reveal three additional fields. The only difference being, you can choose the Payment Account, referring to which of your accounts the payment to the supplier was from (e.g. Main Till, Main Safe, etc.).

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Order Dates

These fields allow you to enter key dates regarding the purchase.

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Order Date: Tap this field to select the date in which the purchase was ordered from the supplier.

Required Date / Delivered Date: This field will change depending on whether the delivery status has been set to ‘Pending’ or ‘Delivered’. After you know which, set either the date in which the purchase must be delivered by, or what date the items were delivered on.

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Inventory Items

This area is where you can add items to the purchase order.

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Code

Enter the code (item number) of an item in your inventory to quickly add it to the purchase order.

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Codes can be added to items in the Item Details category.

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Item

Taping the item field launches a small pop-up window, enabling you to add an item, from an inventory category, to the purchase order.

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The small button within this field allows you to view and compare this item across all of your registered suppliers who stock it.

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Quantity

Tap this field to edit the quantity of the item(s) being purchased.

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Unit

The unit shown here will depend on the setting of each item’s Units of Measure.

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Unit Cost

Tap this field to set the price per unit. This will be reflected in the Subtotal.

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Discount

This feature allows you to input a discount, in either a fixed monetary amount, or a percentage of the total item’s cost.

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Tax

Tap this field to override and disable the purchase taxes concerning this item.

Tip
Add, edit and delete taxes via
Homepage > Settings > Accounting > Taxes

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Subtotal

Tap this field to edit the subtotal for this item. This will be reflected in the Unit Cost.

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More Options

Tap the highlighted icon for more options regarding this item line.

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Delete Line

Tap this icon to delete the line, removing it from the purchase order.

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Item from Inventory

Tap this button to add another line to the purchase order, allowing you to add further items from your inventory.

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One-Time Purchase Item

Tap this button to add another line to the purchase order, allowing you to add items which aren’t in your inventory.

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Other Costs

Tap this button to add another line to the purchase order, allowing you to add any other, miscellaneous costs (e.g. Special delivery charge).

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Scan Barcode

Tapping this button will launch the devices’ camera, enabling you to scan an item’s barcode, and should it be in your inventory, automatically add it to the purchase order.

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Note

Tap this field to add any further information regarding this purchase order.

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