Purchase Orders

Depending on your business and the types of products you sell, managing stock and purchase orders can be extremely time consuming. The Volusion Purchase Order system makes the process much easier to manage.

Contents

Getting Started

The Purchase Orders system is your primary tool for sending order information to vendors. The Purchase Orders page provides several ways for you to send that information. Since the system is closely tied to the Vendors page, setup is minimal.

In this article, you'll learn how to automatically or manually replenish products with purchase orders.

Note

Before proceeding with this article, be sure to review the Products and Vendors articles. The Purchase Orders system draws most of its configurations from the vendors programmed in your store, so you'll need to configure at least one vendor within your store before proceeding.

Accessing the Purchase Orders Page

To get started, go to Inventory > Purchase Orders in your Admin Area.

You can specify the information displayed in the Purchase Orders table by selecting different purchase order types from the Filter menu.

The Purchase Orders table lists information for all purchase orders in the system (such as status, date, vendor ID, etc.), including purchase orders that are auto-generated by products being drop-shipped through a store order. See How to Configure Auto Drop-Shipping for more information.

Note that PO functions are divided into 4 sections. These are accessed from the Filter menu:

Purchase Orders

POs This includes all POs as they have been generated - either manually or automatically - within the system.
POs: Receiving This view lists the POs that have been generated by the system, have been sent to their respective vendors, and are waiting to be processed once products from the vendor have been received.
PO Items This view lists each product that has had a PO generated for it, either manually or automatically. This table will be discussed in detail in Part III.
PO Items: Receiving This view lists open items that you're awaiting shipment of, including entire allotments for a PO or the remainder of a partial shipment. Once items per each PO have been completely received, they will be removed from this table. More information on using this table view will be provided in Part II.

Creating a Purchase Order Manually

Before you create a purchase order, you need to create a vendor and assign a vendor rule to products you want to create POs for.

Most of the options that need to be configured for a PO are directly taken from the vendor information the PO will be sent to, so the more details you include in your vendor settings, the easier it will be to configure a PO for that vendor.

Once you've created a vendor and assigned vendor rules, you can create a PO as follows:

  1. Go to Inventory > Purchase Orders and click Add.
  2. Select a vendor from the Choose a Vendor menu and click Continue.
  3. After you choose a vendor, you need to configure the new PO.
  4. The fields that are auto-populated can be overwritten if needed. See the table below for a guide to these fields.
  5. When you're finished, click the Build New PO button at the bottom of the page.

The settings for each PO generated by the system are as follows:

To Vendor This is the name of the vendor you selected from the Choose a Vendor drop-down.

How would you like to send it?

Build PO using template This is the email ASP template that will be used to generate the PO email. By default, this will be "PO_To_Vendor.asp".
Send Via This setting lists how the PO will be delivered (via email, fax or none to print and physically mail the PO) as defined on the vendor settings page.
Subject (if sending via e-mail) This is the subject line for the PO email sent to the vendor once the PO is processed.
Email Address This is the vendor's email address the PO will be sent to, if applicable, as defined on the vendor settings page.
Fax Number The fax number the PO will be emailed to (with Clickfax) if applicable.

Build the details of this PO

Customer OrderID This optional field can be used if the vendor has provided a customer ID number to expedite order processing.
Vendor Name This field contains the name of the vendor as defined within the vendors page.
From / Vendor This field contains the full shipping address of the vendor as defined within the vendors page.
Ship To This is your shipping address, or the address your items should be sent to.
Ship Via Here, you can define how you want the order shipped (for example, FedEx Ground).
Terms This field lists specific payment terms arranged with the vendor, if applicable (e.g. Net 30), as defined within the Vendors page.
Due Date Here, you can specify a due date for receiving the shipment.
FOB Notes for the order in regards to freight charges, inspection notes, etc., as defined within the Vendors page.
Notes Additional notes can be entered here.
Signed By This field defines the party responsible to sign for the PO if signature upon receipt is necessary.
Shipping Cost Define the cost of shipping for items on the PO. This value will be used to calculate the total cost of goods for the PO.

Previewing the PO

After you click Build New PO, you'll see a table marked PO Items along with a preview of the PO.

Purchase Order #

This is the ID number assigned to the PO. Click Edit if you need to make any changes to the PO.

Current Status

This drop-down menu displays the status of the PO. Note that this status menu cannot be manually set, as it is auto-populated to display the current status of the order. PO status types are as follows:

Building/Ready to Add Items

This is the default setting for new POs that are waiting to be emailed or faxed to the vendor.

Sent to Vendor

Once the PO has been sent, its status is automatically changed to Sent to Vendor. The POs status and related products will be registered within the POs Receiving and PO Items sections of the Purchase Orders system.

Partially Received

The status will be marked as Partially Received if you've received some but not all items on a PO. This status is set automatically when some but not all of the quantities of items on a PO are processed on the Receiving page in your Admin Area.

Received

This status is assigned to a PO automatically after all quantities of products are processed on the Receiving page.

PO Items

Edit

Clicking Edit Items Currently Associated with this PO will take you to the PO Items table where you can edit or add new items to the PO.

Add

Here, you can manually add items to the PO by entering the product code and quantity for an item. Click Save to place the item on the PO. These changes will be reflected on the PO preview.

Send Purchase Order

Click Yes, Send Now to send the purchase order to the email address defined for the vendor. You'll be  redirect to a page displaying the final PO as emailed to the vendor where you can save or print it (the PO will still be accessible through your Admin Area).

If you've configured your vendor settings to fax POs using the email-to-fax service from Clickfax.com, you'll follow the same process as above. Your PO email will automatically be faxed to the vendor via Clickfax. To use this feature, visit www.clickfax.com to register for a Clickfax account for use with Volusion.

Deleting a Purchase Order

To delete a PO, select the corresponding check box in the far right column of the Purchase Orders table and click Save. Click Yes, Delete when you see the pop-up message asking Are you sure you want to delete these records?

Additional PO Categories

You can change the content of the Purchase Orders table by making a selection from the Filter menu. These categories are as follows:

POs Receiving

This format lists POs that have yet to be fully processed within your Admin Area. Once a PO listed here has been fully received, it will be removed from this table view (POs removed from this table are not removed from the system; they will simply no longer be reported from within this table).

Click on the ID of any PO listed here to load it into the Receiving portion of the system for processing.

PO Items

This table lists all items currently on order via PO that have been sent to vendors. It also contains a historical list of products that have been purchased via PO, even after the PO has been processed and all items have been received. You can edit or add to the table as follows:

  1. Select PO Items from the Filter menu.
  2. Click Add to add a product to a PO manually (as opposed to editing the PO - for example, you may be receiving additional products on a PO that were not originally ordered on the PO when it was created).

The PO Items settings are as follows:

PO Items

ID* This automatically generated number is used to identify each product that is associated with an open PO. This ID is different from the purchase order ID number the product is associated with.
PO Num* This field contains the purchase order number that the product is associated with.
Product Code* This field contains your store's product code for the product on order.
Product Name* This field contains your store's full product name for the product on order.
Product Options This field lists product options you've defined for the product. For example, you can specify small, medium, or large for clothing products you want to order.
Vendor Part # This field will contain the vendor's part number for a product added to a PO. Note that this is different than your product code.
Quantity* This field contains the product quantity on order.
Vendor Price Ea. This is the price you will pay to purchase one quantity of the product from the vendor (used for calculating the total cost of goods ordered).
Qty Received This field will display the current quantity of a product on a purchase order that has been received. Clicking Edit on the main edit page will take you to the Receiving page where you can process additional products received for the PO.
Shipping Cost Ea. This field shows the cost of shipping one quantity of the product (used to calculate the total cost of goods ordered).
Order Detail ID This field contains the Order Detail ID for products configured to be drop-shipped.

*These fields are required by the system.

Note

This table also lists any items that are to be drop-shipped to customers. Drop-shipped products are items that you sell but don't stock, and are shipped to the customer directly from the manufacturer or another third party. Drop-shipped items will automatically generate POs.

For more information, see How to Configure Auto Drop Shipping.

PO Items Receiving

This table contains information similar to the PO Items table, but only shows products on open purchase orders. Once the products have been completely received, they will be removed from this table.

  1. Select PO Items: Receiving from the Filter menu.
  2. Click Add to add a product to a PO manually (as opposed to editing the PO - for example, you may be receiving additional products on a PO that were not originally ordered on the PO when it was created).
  3. Click the ID number of any of the PO Items table element to make edits.

The PO Items: Receiving settings are as follows:

PO Items: Receiving

ID* This automatically generated number is used to identify each product associated with an open PO. Note that this ID differs from the purchase order ID number the product is associated with.
PO Num* This field contains the purchase order number that the product is associated with.
Product Code* This field contains the product code for the product on order.
Product Name* This field contains the full product name for the product on order.
Product Options This field lists product options you've defined for the product. For example, you can specify small, medium, or large for clothing products you want to order.
Vendor Part No This field lists the vendor's part number for products added to a PO.
Quantity* This field contains the product quantity on order.
Vendor Price Ea. This is the price you will pay the vendor to purchase one quantity of the product. This field will be used to calculate the total cost of goods ordered.
Qty Received This field displays the current quantity of a product on a purchase order that has been received. Clicking on the edit link will take you to the Receiving page where you can process additional receiving of products for the PO.
Shipping Cost Ea. This is the cost of shipping one quantity of the product on order. This field will be used to calculate the total cost of goods ordered.
Order Detail ID This field lists the Order Detail ID for products on purchase orders configured for drop-shipping. Note that this field will never be used in the PO: Items Received table format.

Tips and Special Settings

Display Prices On POs

An additional setting available on the Purchase Orders page lets you display the price field from each product's Vendor Rules settings for every product issued through a purchase order (required by some third-party vendors).

  1. Click the three-dot actions menu icon and select Purchase Order Settings.
  2. Select Display Prices On POs.
  3. Click Save.

The price listed in the Price field for each product in your store will be displayed on purchase orders, provided that a price is set in the Price field within each product's Vendor Rules area.

Summary

These settings allow you to assert greater control over their purchase orders and the products that are on order. To learn how to process POs, see Receiving.