On the left Navigation there is the Purchase Orders option. Selecting this will you see a table of Purchase Orders in the system along with the following information:

• PO Number

• Supplier name

• Shipping location

• Status - Draft, Submitted (for review), Approved, Ordered, Partially Received, Received, Void

• Last Updated

• Total

| Use the Filter function to sort and search for the Sales Order you are looking for.

Create a Purchase Order

1. Navigate to Purchase Orders then click on Create New

2. Enter the Purchase Order number manually or let the system select the next available number automatically

3. To add an item to the Purchase Order, type the Item Name in the search field and fill in the additional information.

4. Continue to the SUPPLIER section and enter the Vendor information

5. Select the Shipping Address & Billing Address information. The available addresses come from your organization's Locations. To have more addresses available you must enter a new Location.

Option fields: “Invoice Reference #” & “Invoice Date” are option fields. They allow the team to reference an invoice from a Supplier to associate with this Purchase Order, giving an easy way to match an external order/invoice to a purchase order.

Edit a Purchase Order

To edit a Purchase Order, navigate to Purchase Orders in the left main navigation and select the PO that you want to edit. NOTE: you can only edit Purchase Orders that are in the status: Draft & Submitted. Once they are in the status Approved, they can no longer be edited. However, a PO can be VOIDED after the Approved status. Only Draft Purchase Orders can be fully deleted. Once you have completed editing the PO, click Save, and your Purchase Order will be updated.

Purchase Order Approvals

When a PO is considered ready, you can submit the Draft PO and it will change status to Submitted. Then it goes into the process for approval. The approver can then log in and click on the Purchase Order, review it, and change the status to Approved. Once approved, however, your PO is still not considered as "Ordered". Only when a team member moves the PO from Approved to Ordered is it in the new status.

Receiving and Exporting a Purchase Order

To export a PO to a PDF, the PO must first be in the Submitted status.

When the items are received, you can automatically update the status by tapping the “Receive Item” button listed next to that item. The system will leave the PO in the status of Partially Received in the case that not all Items arrived. You can receive partial quantities or selected Items in a PO.

| NOTE: When you update the status to 'Received' or 'Partially Received' in the purchase order, the quantity of the items will be automatically updated in your inventory in the shipping location that is selected on the PO. And if the purchase cost is different from the current Item in the system, it will create copy of that item with the new cost applied.