Purchase Order Creation

Purchase Order Creation

Creating Purchase Orders

There are two (2) ways to create a new purchase order; New and Wizard.  New is a manual process that you must input all of the information and items manually.  The Wizard walks you through creating a PO based on your location's quantity needs.

Start by selecting Wizard in the Merchandising/Purchase Order menu.  This will bring up the Purchase Order Wizard screen, and Step 1.
Step 1:  Name your purchase order, enter the required by date, and select your supplier(s).
Step 2:  Select the location(s) that you are placing the order for.
Step 3: Select the Departments and/or Categories to pull items from.
Step 4:  Select how to pull the item quantities to order.
  • Order items based on store's re-order information:  This will calculate the quantity needed based on the minimum reorder point and maximum restock levels, and what the current quantity on hand (QOH) is at.  If the QOH is more than the minimum reorder point, then the item will not be placed on the order.
    • Here you can also include backordered items.
  • Order backordered items: This option will only place items on the purchase order that are currently backordered.
  • Order all items at a fixed quantity:  This allows you to set a fixed quantity for all items on the order.
  • Order items that have recently sold:  This will order the same quantity of an item that have sold between certain dates.  For instance, if you sold 5 of item X between 1/1/2020 and 1/31/2020, then 5 will be placed on the purchase order.


Step 5: Generate the order.  This will not PLACE the order, only create it.  You can still add and remove items from the order after it's created.  Verify the order is correct, and when ready, click Place Order.  You will be asked to verify that you want to place the order, if so, click ok.


Sending the order to your supplier must be done outside of OpSuite.  There are two (2) ways to download the order to send to your supplier.

  1. Print Purchase Order - This will generate a PDF order form for the Master PO and any individual store PO's (if multi-location).
  2. Export BarTender - This will generate a CSV file containing all of the information from the PO. 


New (Purchase Order)


To create a new manual purchase order you will select Purchase Order and then click New.  This will bring up the Purchase Order Setup Information where you will fill out the title, required date, supplier, and location(s). When you have completed these required fields click or tap the Create New Purchase Order Icon in the bottom right corner.



Next, you will add items to the purchase order as discussed in Purchase Orders.

Once all items have been added, SAVE the purchase order, then hit Place Order.

    • Related Articles

    • Transfer Order Creation

      Creating Transfer Orders There are two (2) ways to create a new transfer order; New and Wizard. New is a manual process that you must input all of the information and items manually. The Wizard walks you through creating a TO based on your location's ...
    • Purchase Orders Overview

      Purchasing Orders The Purchase Order module is designed to make the process of creating, placing, and managing purchase orders easy and fast. In this section, we will discuss various tools and techniques the user can use to make the job of buying ...
    • Receivers Creation

      Creating Receivers Receivers can be created through the Receivers section of OpSuite, or through the Purchase Order or Transfer Order screens. Custom receivers can also be created outside of a Transfer or Purchase Order. Creating a Receiver from ...
    • Three Way Match

      Three Way Match Three Way Match allows the input of invoicing data to cross reference against purchase orders and receivers. This ensures that your orders are being properly received and invoiced. Any discrepancies between the order, receiver or ...
    • Print Labels

      Label Printing Within the Labels section of OpSuite, is another feature that will allow you to print multiple labels, for multiple items at one time. This includes items from a purchase order, transfer order, receiver, manually added or scanned ...