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 easier.

• Order Number - Purchase Order Number. This is created automatically when the order is placed, or the user can enter their own Purchase Order Number if the user prefers prior to placing the purchase order.
• Status - The purchase order status is automatically set by the system depending on where the purchase order is in the process.
  • Open - Purchase Order are not placed. (still in process).
  • Placed - Purchase Order has been placed and is no longer available for edit.
  • Partial - Purchase Order has been placed and is partially received by one or more locations.
  • Closed - Purchase Order is completed. This could mean that the purchase order was cancelled, completely received, or partially received and forced closed by an authorized user.
• Supplier - The supplier that was selected for the purchase order. Supplier cannot be modified once a purchase order has been created, since the items associated with the purchase orders are specific to the supplier.
• Order Placed - Place a checkmark in this field ONLY when the user is ready to place the Purchase Order. Once the user saved a placed Purchase Order, it is no longer available for edit, it is placed, and should be sent to the supplier for fulfillment at that point.
• Promotion - A promotion that is tied to the purchase order. Example: The user may want to track all purchase orders that you created for specific events or seasons. This field can be used for that purchase.
• Location(s) - The location field lists the location for which the purchase order was created, along with its address. If more than one location was included on the purchase order, this field will list ONLY the name of the location(s) for which the purchase order was created.
• Subtotal - The current subtotal of the purchase order based on the items and costs included on the purchase order.
• Tax - If applicable, sales or other taxes applied to the items by the supplier.
• Shipping - The current shipping total.
• Total - The current total of the Purchase Order, including Tax and Shipping, based on the items and costs included on the Purchase Order.

Purchase Order Details Tab
Purchase Order Details is the first of three tabs on the purchase order.

Let’s review the fields and options on this tab:

• Requisitioner - Individual requisitioning the purchase order or product(s).
• Confirming To - Individual receiving the purchase order or product(s).
• Freight - If being shipped via freight carrier the user can identify the carrier or other tracking information.
• Ship Via - Shipping Carrier preferred to be used to ship Purchase Order (i.e UPS, FedEx, etc).
• FOB Point - Freight on board (also can be Free on board) FOB specifies which party (buyer or seller) pays for the shipment, loading costs, and where responsibility for the goods is transferred (at the point of shipment or the point of delivery.)
• Remarks - Comments or other Notes about the Purchase Orders.
• Terms - Payment terms for the supplier (i.e. Net30, COD, etc)
• Tax Rate - Tax Rate to be applied to the items on the Purchase Order, if applicable.
• Date Required - Date in which the user require the products on the purchase order to be delivered.  This can also be used for a Cancellation Date if desired.
• PO Date - Date of Purchase Order. This is automatically set to the date of the purchase order was created, but can be modified if necessary to reflect another date.
• Canceled Date - The cancellation date gives the user the ability to tell the supplier a date by which the order must be delivered.

Purchase Order Item Details Tab
Purchase Order Item Details Tab is the heart and soul of the purchase order process, containing the items, costs, quantities, and other information about the inventory being ordered.

The default item view from all purchase orders, single location or multiple-location, is the Item Details view.  This is listed on all items that have been added to the purchase order manually or automatically using the Purchase Order Wizard. There is also a Summary view from multi-location purchase orders, which we will discuss shortly.

On the top bar of the Item Details Tab there are two buttons;  Quick Add, and Item Search.

• Quick Add - The Quick Add button brings up a screen for adding items to the purchase order quickly and efficiently using a barcode scanner (must be keyboard wedge) or by typing in the SKU manually.  This will be discussed further in the Creating Purchase Order section of this section.
• Add Item - The Add Item button brings up a screen for adding items to the purchase order by filtering and sorting items. Multiple items can be added at one time. This is the preferred method for creating purchase orders using the manual purchase order function.  The Add Item function allows you to search for items, upload a .csv or .txt, or import a template.

At the bottom of the Items Details Tab, you will find various tools to help you navigate the purchase order. In many cases, depending on the number of items being order, the user will have multiple pages of items.

• Lines per page - The user can control the number of items that appear on each page using the lines per page setting. The user can choose from 10, 25, 50, 100, 250 or 500 lines per page. This makes it easier for the user to review items on the purchase order based on the user’s preferences.
• Page tool - The user can flip from page to page using the right and left arrows, or jump to a specific page by entering the desired page number on the page listing tool.

The main body of the Item Details Tab is a grid listing of the items currently on the purchase order. As with all lists within OpSuite the user can filter and sort through to see the information in the format the user prefers.

• Location - The location for which the item has been ordered. This is only applicable on multi-location purchase orders, as the user will have various locations listed in this column that could be sorted together or filtered for ease of viewing.
• SKU - The SKU or Item Lookup Code for the items being ordered.
• Description - The item description for the item being ordered.
• QTY - This is the quantity currently on the Purchase Order.
• Cost - The cost of the item from the supplier.
• Ext Cost - The total cost of the items (cost x qty).
• QOH - The item's current quantity on hand at the respective location (for reference only).
• RTD - This is the quantity received to date (if a partial receiver has been done).
• QC - The items minimum order quantity committed at the respective location (for reference only).
• Avail - The items current available quantity at the respective location (for reference only).
• MINO - The items minimum order quantity as listed in OpSuite for respective supplier (for reference only)
• QOO - The item's current quantity on order at the respective location (for reference only). This quantity does not include purchase orders that have not yet been placed.
• MIN - Minimum (Reorder Point). This is the quantity on hand at which the item would be available for automatic reorder.
• MAX - Maximum (Reorder Point). This is the quantity to be ordered up to when an item is ordered using automatic ordering.
• MPQ - Minimum Pack Quantity. The minimum amount that can be ordered on a single purchase order from the respective supplier.
• Reorder Number - This is a supplier issued number for ease of ordering.

Other features in the Item Details tab include:

These counters will update when an item is modified or added to the Purchase Order.  To quickly see what items were modified or added, click the link, and only those that were modified or added will display.