Overview

There are three main ways to create purchase orders:

  1. Create one PO based on preset options or searching for products (this article)

  2. Create one or multiple POs based on reorder levels from Demand Forecast Report

  3. Create one or multiple POs using forecasted demand based on sales history

Prerequisites:

Before attempting to create your first Purchase Order we recommend that you follow all previous steps in the Purchase Order Overview guide.



1. Select Supplier 

From Purchasing > Purchase Orders hit the + New Purchase Order button. Complete the following fields before moving on to the next section

  • Date Created - By default this will show today's date. You can change this to reflect the actual date the purchase order should be created. This will be shown on the attached file which is emailed to the supplier

  • Expected Date - This is blank by default. If you know the supplier's typical delivery time you can enter the estimated date that the items should arrive at your location.

  • Purchase Order Number - By default, this is set to have a prefix PO- followed by numbers. This is used for you to identify the different POs.

  • Reference Number - By default this is blank. If your supplier requires a specific number to be quoted when generating a PO you should enter this here.

  • Select Supplier - This dropdown list will show your suppliers. If you have lots of suppliers you can use the search to find them. If you can't find your supplier make sure you have Created Suppliers first.

  • Supplier Currency - When adding the supplier into the Purchase Order, the Supplier Currency will automatically be applied depending on what currency was added the Supplier.


2. Choose Location

  • Ship To Location - This is the location that will receive the inventory from the Purchase Order. By default, the selected Location Address will be used for Shipping and Billing Addresses. When selecting the Location Address, the shipping address will be pre-populated with the Location Address information which is not editable however, you can edit the billing address.

  • Ship To Different Address - If you want to amend the default Shipping/Billing Addresses for this Purchase Order make sure this checkbox is ticked. This won't change where the inventory is received but will edit the addresses uses on the Purchase Order sent to your supplier.

 


3. Add Products

You can now add products that you want to order from this supplier. There are 2 ways you can add products to the current Purchase Order:

A. Using Preset Options

Preset option

Description

All Products For Location From Supplier Below Re-Order Levels

This will add products if a product has ever had stock in the currently selected location, is below the Re-Order Level or out of stock, and is Associated with the currently selected supplier.

Click the + icon to choose one of the presets below:

B. Searching

Search option

Description

All Products

You can search for products using SKU, Barcode or Title.

All Products For Supplier

This will only show results for products that have already been Associated with the currently selected supplier

You will be able to see these options on the right hand side of the search bar:

When adding a product to the purchase order that is not associated to the supplier, after saving the Purchase Order the product will be added to the Supplier Catalogue, along with the Unit Cost Price applied to the product.

Note: Bundle/Kit products can not be added to Purchase Orders. Kits are designed to be based on individual components and these should be purchased instead of completed kits.


4. Save & Send

The Printing Template that you assigned when Creating Your Supplier can be sent as an attachment in an email. Before hitting Save make sure you have chosen PDF from the dropdown and Email Supplier Invoice Using Template... has been selected.

Alternatively, you can attach the CSV version of the PO by choosing CSV.

 

If you'd like to Download the PO just choose your format (PDF/CSV) before hitting Save. The file will be available in the Notification Bell once ready to download.


If you do not select the tick box 'Email supplier using template', once you have pressed the 'Save' button a pop up message will show to make you aware that you have not selected the option to send email to the supplier. You can tick 'Don't ask again', this pop up message will not appear when pressing save for new Purchase Orders going forward. You can also select 'Save Without Sending Email' and 'Save and Send Email'.

When you receive an email from your Supplier confirming the Purchase Order has been shipped you can mark the items as shipped by Selecting them and hitting Shipped

Important!

  • Once a purchase order is created it cannot be deleted. In order to "cancel" a purchase order in Veeqo you will need to complete it without receiving stock.

  • Once a purchase order is out of the draft status, it can no longer be edited.

 

Did this answer your question?