How to Manage Purchase Orders

If you are a supplier and a buyer you will see 5 tabs on the orders page.

• Sales - Sales Orders your customers have placed with you. You can read more about managing these here.
• Purchases - Purchase Orders you have placed with suppliers in Supply'd.
• Quotes - Quotes that have been generate for new business. You can read more about creating and managing Quotes here.
• Standing - Standing Orders which are repeating orders for consistent order schedules. You can read more about creating and managing Standing Orders here. 
• Postponed - Postponed Orders for completion at a later date.
  
  

This article will talk through managing "Purchases" which are Purchase Orders you have placed with suppliers in Supply'd.

Managing Purchase Orders

The "Purchases" tab contains all the orders you have placed with suppliers. To review an order, click on the order in the orders list and the order will open.

Clicking on the 3 dots on the top right-hand corner of the order will show a menu for all action options for an order.

If the order is from a Supply'd seller, then you will see this menu.

If the order is from a custom seller, then you will see this menu with extra options.

• Resend Order Email - Will resend the order to the supplier.
  
  
• Download >
  
  
  
  
  • Invoice - Download the invoice for viewing or printing.   
  • Pack Slip - Download the packing slip for viewing or printing.   

• Mark As >
   
  • Shipped - Will mark the order as shipped.
  • Completed - Will mark the order as being completed.

• Receive Order - To log an order when it comes in and thus add it your system. See the  How to Receive Orders on the Supply'd App article for more information on receiving orders.
  
  
  
• Hold Order - Place the order on hold. Only applicable to orders from a custom supplier that have not been completed.
  
  
• Modify Order - Will open the "Edit Purchase Order" form and allow you to make changes to the order. Only applicable to orders from a custom supplier that have not been completed.
  
  
• Cancel Order - Cancel the order. Only applicable to orders from a custom supplier that have not been completed.
  
  
• Actions >
  
  
  • Print Product Labels - Print product labels for all items on this order.
    
    
• Attach File - Allows you to attach a file to this order. Options are:
  
  
  • Invoice
  • Receipt
  • Packing List
  • Photo
  • Other
    
    
• Re-order - Order the same items again. Amounts can be edited and items removed from the order in the order screen that will show after clicking this.
  
  
• View >
  
  • Show Prices Inc Tax - Shows the pricing including tax on the order. Menu will change to "Show Prices Ex Tax" when this is clicked.
    
    
  • Show Stock Status - Will place a coloured dot beside the Item Qty to help you easily ascertain whether or not you need to order more of this item.
    
    
    • Blue = sufficient stock
    • Orange = insufficient stock
    • Red = out of stock
    • Grey = stock not tracked
      
      By hovering the cursor over the dot, a pop-up will show Available and On Hand stock levels.
      
      

The available actions will vary depending on the order status, your Supply'd account type and whether or not the supplier is on Supply'd or a custom supplier. 

• Completed:
  
  
  • Resend Order Email
    
  • Download >
    • Invoice
      
  • Receives >
    • Any receives associated
      
    • Receive More Items (if not completed)
  • Actions >
    • Print Product Labels
    • Attach File
    • Re-order
      
  • View >    
    • Show Prices Inc (or Ex) Tax
    • Show Stock Status
    • Show Receive Data
      

• Cancelled:
  
  
  • Actions >
    • Re-order
      
  • View >
    • Show Prices Inc (or Ex) Tax
    • Show Stock Status

• PO Draft : (Purchase Order Draft which is an order you have been putting together but have not yet placed.)
  
  
  
  • Place Order
  • Show Prices Inc (or Ex) Tax
  • Remove
    

• Receiving - For an order that is part of the way through the receiving process but has not yet been finalised. The receiving form will open. See the  How to Receive Orders on the Supply'd App article for more information on receiving orders.
  
  

Order statuses will appear on the "Purchases" list in various colours for easy identification.

• Order Placed - You have placed the order with the supplier
• Partially Completed - Order has been partially received.
• Completed - Order has been fully received.
• Cancelled - You have cancelled the order with the supplier or the supplier has cancelled the order.
• Receiving - The Receiving process has been started but not completed or Finalised.
• Queued - Queued for sending, will generally take 1-2 minutes to send. 
• Modifying - You are modifying, or editing, the order.

Order Approvals

Some businesses may require certain orders placed by staff to be approved. You can find out more about setting up user order approval here. 

After a user requiring order approval sends through an order the approvers will be sent an email to review the order. If the approver is happy with the order they can simply click "Approve" in the email and follow the steps on the website, or view the orders in question in the "Orders" section of the website. 

If there is an issue with the order they can opt to modify the order. By modifying the order the order will be added to their cart the they can add or remove items as per the instructions above. It is important to note, if you have items in your cart already when you choose to modify the order, the existing items in your cart will be removed. It is best to finalise any outstanding orders before modifying an approver order.