To create a new Purchase Order:
- Select Inventory > PO > Add. The Purchase Order Add window will appear.
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Fields and options in the Purchase Order Add window include:
Vendor
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The vendor to whom this purchase order will be submitted.
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Show vendors with queued orders only
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Enabled by default, populates the Vendor drop-down list with vendors who have open purchase orders.
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Edit Vendor
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Returns the vendor record so you can review details or make changes. The changes will be reflected immediately.
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Show Images
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Enables the image column on the window. It does not affect images on the purchase order when printed or emailed.
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PO #
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The Edge-generated purchase order number; it will be created when the purchase order is saved.
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Ship Via
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The shipping method or carrier. Shipping methods can be managed from Administrative > Lists. The list name is Shipping Methods.
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ETA
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The estimated date of arrival based on typical vendor delivery time. It cannot be earlier than the current date and cannot be changed after the purchase order is submitted.
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Date Ordered
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Shows the date the order was submitted. This will not appear until the purchase order has been submitted.
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Note
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Allows you to enter notes about the order.
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PO Store
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Multi-store only; assign this PO to a store. Leaving this blank will mark this PO as ‘Unassigned.’ It is not necessary to assign a PO to a store.
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Ship To Store
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Multi-store only; which store to ship the items to. This can differ from the PO Store.
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Add Line
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Allows you to add a line item to the purchase order. It is disabled after the purchase order is submitted.
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Delete Line
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Allows you to delete a line item from the purchase order. If the item came from the queued item list, it will be returned there.
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- Select the vendor for this order. The Retrieve Queued Items and Special Orders window will appear.
NOTE: If you choose a vendor for whom a purchase order exists, you will be prompted to open that purchase order and add items to it.
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For the purposes of the Retrieve Queued window and the Purchase Order window, line items will be color-coded as follows:
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- Select the items to be added to the purchase order. From here you can only change quantity and cost.
- Select OK. The Purchase Order Add window will be populated with the items.
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- If needed, use Retrieve Queued to go back to the Retrieve Queued window and select more items.
- Select a shipping method from the Ship via drop-down menu.
- Enter notes in the Notes field to place a note on the order (optional).
- Enter an estimated time of arrival (ETA) in the ETA field. This can be set for the entire purchase order or for each item line.
- To add more items, select Add Line:
• If this order is for a style that has been in stock before, select the vendor style from the drop-down menu.
• If this order is for a new style, type in its vendor style number and basic details. As a shortcut, you can scan item tags and special order envelopes to quickly create line items.
- Multi-store ONLY; each PO line has a Store drop-down allowing you to select a style for this line. It is possible to have different store numbers on each line if desired. When received, the inventory will allocate to the appropriate store.
- Verify and correct data in each item line:
a. Image
b. Source
c. Quantity (must be greater than 0)
d. Style Code (required). You may be prompted to copy details from a previous item.
e. Status
f. ETA (must be later than the current date)
g. Description (required)
h. Category (required)
i. Cost per item (required).
- Choose a save option:
a. Print Preview: Allows you to print a purchase order. This does not submit the purchase order. To do so, use Submit & Print.
b. Submit & Email: Saves the purchase order in The Edge as ordered and sends the purchase order by email to the vendor.
c. Submit & Print: Saves the purchase order in The Edge as ordered and sends the purchase order to the printer so you can fax or mail it to the vendor.
d. OK/Save & Close: Saves the purchase order to be worked on later. This does not submit the purchase order to the vendor or record it as such in The Edge