Purchase Orders

Starting, sending and receiving your purchase orders

Starting a Purchase Order

1. Press the Inventory button to access the inventory menu.
2. Press the New Order button in the Purchase Orders section to create a new purchase order.
3. Select the vendor you will be ordering from in the details section. If the vendor is not in the list you can add it by selecting New Vendor... at the bottom of the select list. You may also edit any of the other available fields.
4. Press Save.
5. You can now add items to the work order. If you have set reorder points and desired inventory levels (See the Item Fields section) for your items, pressing the Auto Add All button will add all the items you should order on to the PO. Below is the criteria used for determining which items will be added to the order.
   • Item must have a Vendor ID from the purchase order vendor OR the item must have it's default vendor set to the purchase order vendor.
   • Item Reorder Point must be 0 (zero) or greater. Setting the Reorder Point to -1 will prevent it from automatically reordering.
   • Item Desired Inventory Level must be greater than 0 (zero).
   • The quantity of the item in-stock and on backorder must be less than or equal to the Reorder Point of the item. Note: For boxed items single item stock and backorder quantities are added into the calculation.
6. You may add any other items to the order by using the Item Search field.
7. You can also edit any of the other fields on the purchase order as necessary. Note that the amounts put in for the Shipping and Other fields will be exported into Quickbooks if you choose to use that feature.

Sending a Purchase Order to the Vendor

When your purchase order has all the necessary items on it (take as long you like to build your purchase order), you can submit your purchase order to the vendor in a number of ways.

1. Place your purchase order.
   • Call in the purchase order.
   • Print out the purchase order and fax it in using the Print Order button.
   • You can email your purchase orders by selecting Email and clicking the Email Order button. The email address will default to your vendor setup in Admin > Vendors > Edit Vendor > Email 1.
   • If you have one of our Vendor integrations setup you can select Online Ordering and click the Submit Order button. *Example Screenshot
2. When the purchase order is in make sure to press the Ordered button or use the Status drop down menu and select Ordered.

Receiving Your Order

When your order arrives, you can check it in with MerchantOS.

1. Press the Inventory button to access the inventory menu.
2. Press the Purchase Orders in the Purchase Orders section.
3. Find the order related to the shipment in the list. Most likely its status will be ordered. You can also filter the list down by vendor if necessary by selecting the vendor from the drop down select list and pressing search.
4. Press on the pencil icon in the ID column to open the order for editing.
5. Press the Check In button at the top of the order or select Check-In in from the drop down in the Status section and press Save.
6. You may now check in your items in a couple of ways.
   • Scan the item's barcode or type in the vendor number for the item in the Item Search field (You can also search for the item using any other standard method). Before scanning you can enter the total units you wish to check in in the Quantity field. If you are using a keyboard rather than a scanner you will have to press the Item Received button to check the items in. Note that if the UPC or Vendor Number is not stored with the item's details this method of item lookup will not work. You should either store the identifying information in the items record (See Item Fields) or check in with the method below.
   • Enter the quantity you have received in the # Received column of the item order listing in the same row as the item you are checking in.
7. Now click the Add Received Items to Inventory button to add those quantities to your inventory.
8. When you are done checking in your items press the Finished button to mark the purchase order as finished.