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
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.
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).
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.
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.
Use these fields to input a custom order number and reference.
There are three options to choose from, two of which will increase the number of information fields.
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.
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.
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.).
These fields allow you to enter key dates regarding the purchase.
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.
This area is where you can add items to the purchase order.
Enter the code (item number) of an item in your inventory to quickly add it to the purchase order.
Taping the item field launches a small pop-up window, enabling you to add an item, from an inventory category, to the purchase order.
Tap this field to edit the quantity of the item(s) being purchased.
The unit shown here will depend on the setting of each item’s Units of Measure.
Tap this field to set the price per unit. This will be reflected in the Subtotal.
This feature allows you to input a discount, in either a fixed monetary amount, or a percentage of the total item’s cost.
Tap this field to override and disable the purchase taxes concerning this item.
Homepage > Settings > Accounting > Taxes
Tap this field to edit the subtotal for this item. This will be reflected in the Unit Cost.
Tap the highlighted icon for more options regarding this item line.
Tap this icon to delete the line, removing it from the purchase order.
Tap this button to add another line to the purchase order, allowing you to add further items from your inventory.
Tap this button to add another line to the purchase order, allowing you to add items which aren’t in your inventory.
Tap this button to add another line to the purchase order, allowing you to add any other, miscellaneous costs (e.g. Special delivery charge).
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.
Tap this field to add any further information regarding this purchase order.