New Purchase Order

Create New Purchase Order

To create a new purchase order, select the 'Data Entry' button and click 'New' option.

In the pop up window, use drop down menu to select vendor and a warehouse. PO number can be entered manually, otherwise system will automatically generate new Po Number for the purchase order. Click 'Submit' to continue.

The purchase order window consist of four different sections that users can update and edit in order to complete newly created purchase order. These sections are: Header, Appointment, Lines, and PO Info Details.

Header

Header section displays general information about purchase order. Users can add or edit PO's container, reference, and comments.

PO Number, Vendor, and Warehouse are set during initial purchase order creation and cannot be altered.

Purchase order state will automatically change following the receiving process.

Appointment

Appointment section is used to set receiving/cutoff dates, locations, and assign receiving tasks to specific employees.

Use 'calendar' buttons to select corresponding dates. Scheduled field also includes the exact time of the appointment and will be visible in Receiving Calendar.

Using the dropdown menu select a dock door where the purchase order has to be delivered. This can help to keep your warehouse organized and will streamline receiving process.

The task of receiving a purchase order can be assigned to a specific user by clicking 'Assign' link.

From the pop-up window select a user to which you wish to assign this task and click 'Choose' button to continue. Assigned task will be visible from the user's handheld device.

To return purchase order back to unassigned state, click 'Remove' button as shown below.

PO Info Details

This section contains ten fields for custom details about current purchase order. Information from this field will also be visible from the purchase orders list and can be used for sorting purposes.

Lines

In P4W system a line contains product, product image, product quantity, and units of measurements related to the product.

Create New Line

To create new line for Purchase Order, click 'Add line' button and select desired product from the pop-up list.

After selecting the product, set the quantity expected as shown below.

Notice: When adding new line to the purchase order, system will only list products that belong to the previously chosen Vendor. Make sure that your products are set correctly before creating new purchase orders.

Alternatively, click 'Add Bundle' button if you wish to create a line that contains a product bundle.

Notice: Product Bundles need to be setup before new purchase order creation. Please see 'Product Bundles Setup' page.

Delete Existing Line

To delete an existing line, click 'Remove' button next to the selected line as shown below.

Line Notes

Similarly to PO Info Details, users can add up to ten custom notes for each line within a chosen order. To add a note, click 'Edit' button next to selected line.

In the following window, add additional information about the line/product.

To save your changes click 'Submit' button in the bottom right corner.

Notice: Sku and Description fields are not available for editing from this window.

Delete Purchase Order

To delete and existing purchase order, mark a check box next to the order. Click the 'Other' button and select 'Delete' option.

Notice: Only the orders in a 'Draft' state can be delete. If the purchase order is in a different state it has to be converted back to draft first.

Editing Purchase Order

To add or edit details about an existing purchase order, click the order number from the 'PO number' column.

Notice: Only the orders in 'Draft' state can be edited.

Purchase Order Monitor Functions.

Notes

Users can create custom notes about any purchase order. To create a new note click the 'Notes' link at the top of the page.

Click 'New note' button and complete the note. Click Submit to continue.

Changes

This section represents full log of the product starting from its creation date and finishing with the latest edit.

To access the change log, click 'Changes' link.

Events column represent the log of every modification that was made to the purchase order. 'Details' sections shows exactly the nature of the event, user who is responsible for the new log entry and the exact timestamp. Finally, 'Changes' table list what exactly has been added/edited in the order.