Skip to content

Create a Purchase Order

Create Purchase Order

To add a new Purchase Order in the POS system, follow these steps:

  • Go to the side menu bar.
  • Select Purchasing from the dropdown menu.
  • Click on Purchase Orders to open the purchase order page.

Add Purchase Order:

  • Click on the Add button located at the top left side of the screen.
  • A form will appear, prompting you to enter the purchase order details.

Enter Supplier Name:

  • Select the supplier you are purchasing from using the Supplier dropdown menu. If the supplier isn’t available, you’ll need to add them to the system first.

Generate Button:

  • After selecting a supplier, click the blue Generate button next to the supplier field. This will automatically generate a list of products in the Purchase Order that are below their alert quantity in your inventory.
  • Once the list is generated, a confirmation message will appear saying: "Purchase order successfully generated", ensuring that the process has been completed successfully and the list of required items has been populated.

Export Button:

  • Click the Export button to download the purchase order in Excel format, which can be useful for external records or sharing with suppliers.

Add Products Purchased:

You can search products to the purchase order using the following methods:

  • Scanning Barcodes: If the products have barcodes, use the POS system’s barcode reader to scan them.
  • Search by Name or Code: Use the search bar to find products by name or product code. You can also scan barcodes directly into the search field.
  • Create New Product: You can create a new product and enter in the product information from this page.

Modify Product Quantity and Unit Cost:

  • You can modify both the Quantity and Unit Cost fields while creating the purchase order. This is useful if you're adjusting the order based on current pricing or stock requirements.

Product Management:

Edit Products: On the right side of Subtotal column, there is a yellow button (pencil icon). Clicking this button allows you to edit the product details.

View Purchase History:

Next to the yellow edit button, there is a blue button (book icon). Clicking this button opens the purchase history for the specific product. It shows the quantity, cost, category, and the different suppliers from which the product has been purchased on various dates.

Notes:

  • Add any relevant Notes about the purchase order in the Notes section. This could include special instructions for the upplier or internal notes for your team.

Submit:

  • After reviewing the purchase order details, click the Submit button at the bottom of the screen. The system will calculate the total and save the order in your records.

Reset:

If you need to start over, click the Reset button. This will clear all fields and allow you to enter new details without saving any previous information.