Reorder - Purchase Orders

Reorder - Purchase Orders

Reorder - Purchase Orders Overview

A purchase order, commonly referred to as a PO, is a formal offer from a buyer to a seller to purchase specific products or services at a specified price.

Generally, purchase orders are created in Control Center using various ordering methods, which are very useful in optimizing inventory. To learn more about purchase orders and ordering methods, please refer to the Purchase Orders article.

When orders are created for your store from Control Center or handheld devices, you can view them in POS as well. Additionally, you can create orders from the POS using the “Reorder Using Blank Form” method. 

This article includes information about:
  1. How to create, view, and edit orders in POS. 
  2. How to convert the order to an invoice. 

1. Reaching "Reorder"

  1. Step 1: Log into POS
  2. Step 2: Choose Action

Figure 1.1
  1. Step 3: Choose Reorder

Figure 1.2

2. Understanding "Reorder" 

  1. When you navigate to "Reorder," the Management | ORDERS screen displays a list of orders, as Figure 2.1 shows. Please refer to the figure below and descriptions of the buttons and fields to understand the layout of "Reorder." 

Figure 2.1
  1. Table and Column Titles: The table displays a list of orders. Each column title indicates the type of information in the column.
  1. 1: Top Bar Fields and Buttons:
    1. Vendor: This drop-down allows you to select a specific vendor to view their orders. Select the desired vendor from this drop-down and click the "Search" button. The system will display only the orders from the selected vendor.
    2. Date Range: This section allows you to select a date range for the order records. Choose the required dates in the "Date From" and "To" fields, then click the "Search" button to view the orders within the selected range.
    3. Order Status: Use this drop-down to view the orders with the specific order status. Select the desired order status from this drop-down and click the "Search" button. 
    4. New Order: Use this button to create a new order. 
    5. Print Order: Use this button to print the selected order. 
  1. 2: Bottom Bar Buttons:
    1. View Notes: Use this button to view any notes added to the selected order. Click on the order record to select it and click the "View Notes" button. The Notes History screen will appear, as Figure 2.2 shows.

Figure 2.2
    1. Edit Order: This button lets you edit the selected order. Click on the order record to select it and click the "Edit Order" button. 
    2. Close: Use this button to close the Management | ORDERS screen.

3. Creating & Processing the Order

3.1. Order Process Overview

The ordering process involves the following steps: 
  1. Creating a blank order form and adding products to the order. 
  2. Converting it to an order after the required review process, if any. 
  3. Completing the order and sending the order's EDI to the vendor.
  4. Converting the order to the invoice. 
The information below outlines the above steps, including the respective screen names and buttons: 
  1. You navigate the Management | ORDERS screen shown in Figure 2.1 and click the New Order button.
  2. The POS | NEW ORDER screen will appear. You choose a vendor and decide whether a corporate employee should review this order. You click the Create Order button.
  3. The system creates an order. The POS | ORDER DETAILS screen appears.
  4. You create an order and add the required products based on your requirements. The system will create an order.  
    1. If you have chosen the “Store Review Not Required” option when creating the order, the system will display only the “Convert to Order” button on the Management | ORDER DETAILS screen. You can convert it to an order during the order creation process or later. The corporate employee will be able to see this order and its current status.
    2. If you have chosen the “Send to Store” option when creating the order, the system will show you the “Send for Review” and “Convert to Order” buttons in the Management | ORDER DETAILS screen. After reviewing the product details, the corporate employee will convert this working order to an order. Alternatively, you can also click the “Convert to Order” button after communicating with the corporate employee.
  5. When the corporate employee or you click “Convert to Order,” the system converts the working order to an actual order. The order’s status changes to “Open Order,” and the “Complete Order” button appears in the Management | Order Details screen.
  6. Click the “Complete Order” button. The system will update the order’s status to “Complete Order." The "Send EDI" and “Convert to Invoice" buttons will appear on the Management | ORDER DETAILS screen. You click the "Send EDI" button to send the order details to the vendor. 
  7. The vendor receives the order details. The vendor processes the order and sends the products.
  8. When you receive the products, you click the “Convert to Invoice" button, and the system automatically creates the invoice. You can view this invoice in the POS | PREVIOUS INVOICES screen under “Receiving.” 

3.2 Creating a New Order

Please follow the steps below to create a new order. 
  1. Click the "New Order" button highlighted in Figure 2.1.
  2. The POS | NEW ORDER screen will appear, as Figure 3.2.1 shows.

Figure 3.2.1
  1. Vendor: Select the vendor for whom you want to create an order. 
  2. Order Comment: Add your comments for your order.  
  3. Create As Transfer from Store: Tick this checkbox if you want to receive products from another location as a transfer.
  4. Store Review Not Required: Select this checkbox if the store review is not required for the order. 
  5. Send to Store: Tick this checkbox to send the order to the store. 
  6. Order Method: Choose the order method from this drop-down. 
  7. Cancel: Use this button to cancel the order. 
  8. Create Order: Click this button to create the order. 
  1. When you click the "Create Order" button, the Management | Order Details screen will appear, as Figure 3.2.2 shows. You need to add products to the order based on your requirements. 

Figure 3.2.2
    1. Add Back Order Items: Use this button to add back orders to the order. When you click this button, the POS | Back Order Item List screen will appear, displaying all backorder items. You can append, replace, or ignore them based on your requirements. Figure 3.2.3 below illustrates an example of the POS | Backorder Item List screen. 

Figure 3.2.3
    1. Add: Use this button to add products to the order. Please refer to 3.3 Adding Products to Order to learn how to add products to an order. 
  1.  Once you add the products to the order, the Management | ORDER DETAILS screen will look like the one shown in Figure 3.2.4.

Figure 3.2.4
  1. 1 Order Information:
    1. Store: This field shows your location name. 
    2. Vendor: This field shows the vendor's name. 
    3. Comments: This field shows the comments you added.  
    4. Order Date: This field shows the order date. 
    5. PO#: This field shows the PO number. 
    6. Submit Date: This field shows when the order was submitted. 
    7. Last Update: This field shows when the order 
    8. Order Method: This field shows the order method. 
    9. Order Status: This field shows the order's status. 
    10. Total Qty: This field shows the total order quantity. 
    11. Total Cost: This field shows the total cost of the order. 
    12. Total Retail: This field shows the total retail value of the order. 
    13. Vendor Min Amount: This field shows the minimum order amount required by the vendor, if any. 
  1. 2 Top Bar Buttons and Fields:
    1. Add Back Order Items: Use this button to add back orders to the order. When you click this button, the POS | Back Order Item List screen will appear, displaying all backorder items. You can append, replace, or ignore them based on your requirements. Figure 3.2.5 below shows an example of the POS | Backorder Item List screen. 
Figure 3.2.5
    1. Add: Use this button to add products to the order. 
    2. Remove Products with Zero Qty: Use this button to remove the products with zero quantity from the order.  
    3. Search Bar: Use this search bar to search for any specific parameter in the order. For example, item name, vendor part, cost, etc. 
    4. Days left from X Weeks: This section lets you prioritize the order of items. 
    5. Show All Products Drop-Down: Use this drop-down to filter the added product list using options: Show All Products, Show Only Products with 0 Qty, and Show Deleted Records. 

Figure 3.2.6
    1. Search: Use this button to filter the records when you change parameters in the search bar, or "X Days left from X Weeks" and "Show All Products" drop-downs. 
  1. 3 Product Table: 

Figure 3.2.7

The product table displays the product details, as shown in Figure 3.2.7. 
  1. Each column title indicates the type of information in it.  
  2. The columns for Weeks 1 to 10 display the item's total sale quantity for each week, corresponding to the previous weeks.
  3. The 52 High column shows the maximum sales quantities of the item sold in a single week during the past 52 weeks. For instance, if the column displays 100/10 for an item, it indicates that the highest sale quantity for that item in a single week was 100 for the parent product and 10 for the child item over the last 52 weeks.
  4. Enter the item's order quantity in the "Order Qty" column for each item.  
    1. If the order was created from Control Center and you are viewing it in POS, any one of the "Store Qty" or "Order Qty" fields will be editable based on the ordering method type. 
    2. In any case, you can scroll to the right side of the screen and use the Edit button to add or update the product's order quantity if required.
Figure 4.1
  1. 4 Bottom Bar Buttons: 
    1. Add Notes: Use this button to add notes to the order. The POS | Add Notes screen will appear when you click this button. Enter the note and click "Add." 

Figure 3.2.8
    1. View Notes: This button enables you to view any notes added to the order. The Notes History screen will appear when you click this button, as Figure 2.2 shows. It will show all notes added to the order, information about the user who added them, and timestamps. 
    2. Print Order: Use this button to print the order information. 5. Printing the Order explains more about printing the order.  
    3. Complete Order: Click this button to complete the order. When you complete the order, the "Send EDI" and "Convert to Invoice" buttons will appear on the screen, as described in Section 3.1, "Order Process Overview." 
    4. Close: Use this button to close the POS | ORDER DETAILS screen.  
    5. Other possible buttons: As explained in 3.1 Order Process Overview, different buttons will appear on the Management | ORDER DETAILS screen. Please refer to 3.4 Processing the Order to understand the role of these buttons in processing the order. 
      1. Send for Review: Click this button to send the order for review to the corporate office before proceeding with order placement. 
      2. Convert to Order: Click this button to place the order. 
      3. Send EDI: When you click this button the system will send the order's EDI file to the vendor.   
      4. Convert to Invoice: Click this button to convert the order to an invoice. 

3.2.1 Adding Products to an Order

Please follow the steps below to add products to the order: 
  1. Click the "Add" button shown in Figure 3.2.1. 
  2. The Find Item screen will appear, as Figure 3.2.1.1 shows. Search for the products you want to add to the order.

Figure 3.2.1.1
  1. Search By: The Search By drop-down lets you select the information type you want to insert in the search bar. You can choose from Description, UPC, UPC Expanded, Vendor Part, or Everywhere.  

Figure 3.2.1.2
  1. All Products: The All Products drop-down allows you to select a product listing from All Products, Active Only, or Inactive Only. 

Figure 3.2.1.3
  1. Search bar: The Search bar lets you enter the keywords based on which you want to search for the product.
  1. Select the appropriate option from the "Search By" and "All Products" dropdowns, enter your keywords in the search bar, and click the "Find" button. Based on your input, the item list will appear, as Figure 3.2.1.4 shows.

Figure 3.2.1.4
  1. Click on the desired product's name to select it and click "Ok."
  2. The Order | ITEM DETAILS screen will appear, as Figure 3.2.1.5 shows. 

Figure 3.2.1.5
  1. Enter the appropriate information in the applicable fields and click "Save." The system will add the product to the order. You can add multiple items. The Management | ORDER DETAILS screen will look like the one shown in Figure 3.2.4. 

3.4 Processing the Order 

When you create an order and add products based on your requirements, the Management | Order Details screen appears, as shown in Figure 3.3.6.
    1. If you have chosen the “Store Review Not Required” option when creating the order, the system will show you only the “Convert to Order” button in the Management | Order Details screen. You can convert it to an order during the order creation process or later. The corporate employee will be able to see this order and its current status.
    2. If you have chosen the “Send to Store” option when creating the order, the system will show you the “Send for Review” and “Convert to Order” buttons in the Management | Order Details screen. After reviewing the product details, the corporate employee will convert this working order to an order. Alternatively, you can click the “Convert to Order” button after communicating with the corporate employee.  When a corporate employee or you click “Convert to Order,” the system converts the working order into an actual order. The order’s status changes to “Open Order,” and the “Complete” button appears in the Management | Order Details screen.
  1. Click the “Complete Order” button. The system will update the order’s status to “Complete Order." The "Send EDI" and “Convert to Invoice" buttons will appear in the Management | Order Details screen.
  2. You click the "Send EDI" button to send the order details to the vendor. 
  3. The vendor receives the order details. The vendor processes the order and sends the products. 
  4. When you receive the products, you click the “Convert to Invoice" button, and the system automatically creates the invoice.  You can view this invoice in the POS | PREVIOUS INVOICES screen under “Receiving.” 
  5. For more information on invoices, please refer to Receiving - Invoices in POS. 

4. Editing the Order

  1. Navigate to the Management | ORDER DETAILS screen shown in Figure 3.2.4.
  2. Add more products using the "Add" button. 
  3. Scroll down to the right side of the screen and use the respective "Edit" button to adjust the product's quantity and the "Delete" button to remove the product from the order. 
Figure 4.1
  1. Click the "Close" button when you are done with the editing. The system will automatically save the changes.

5. Printing the Order

Please follow the steps mentioned below to print the order:
  1. Navigate to the Management | ORDER DETAILS screen shown in Figure 3.2.4.
  2. Click the "Print Order" button.
  3. The Print Report screen will appear, as shown in Figure 5.1.
Figure 5.1
  1. Sort By: Select the appropriate option (Item Name, Item UPC, or Vendor Part #) to sort the printout based on the selected option. 
  2. Export Type: Select a file format for download: PDF, CSV, or Excel.
  3. Group By Department: Select this checkbox to group products by department in the print document.
  4. Include Header: Select this checkbox to include the header in the print document. 
  1. After making the required selection, click the "Print Report" button. A file will be downloaded to your local system. Print it using your local system's Print command. 
  2. You can see the sample order details report in Figure 5.2.

Figure 5.2

    • Related Articles

    • Purchase Orders

      Purchase Orders Overview A purchase order is used to buy products for the store from a vendor. When creating a purchase order, it's important to note that it can only include parent items and must have an associated vendor part number. The vendor ...

    • Back Orders

      Back Orders Overview "Back Orders" shows the list of all system-generated back orders. When the vendor cannot completely fulfill an order for any reason, the system logs the quantity difference as a back order. The system creates a back order per ...

    • Scheduled Orders

      Scheduled Orders Overview This article outlines the automated purchase order scheduling process, from creating the purchase order to delivering items to various store locations. Once you have figured out your regular ordering needs (quantity, ...

    • Reorder Alias Report

      Reorder Alias Report Overview Generally, the reorder alias is created for items that are branded differently in situations where the manufacturer or vendor has changed for the same product. The "Reorder Alias Report" shows a list of all the products ...

    • Altered Items On Orders

      Altered Items On Orders Overview Whenever the items on the placed order are altered, i.e., added or deleted, it updates the Purchase Order, and the Altered Items On Orders report shows the details of these added or deleted items on the order in the ...