Skip to content

Purchase Order Item Work Form

Main->Purchase Orders->Issue Purchase Orders->Purchase Order Search Update

The Purchase Order/Item Work form is an on-screen worksheet that displays information matching the criteria entered within the Purchase Order Search form. The information displayed will be Issued Purchase Orders (Open POs), i.e. POs have been printed, but NOT received OR UN-Issued PO items, i.e. items to be ordered that are not on a PO yet. The information displayed may also be printed for a hard copy worksheet.

The form is designed to be fast & efficient tool to manage the creation and follow-up of Purchase Orders. From a single on-screen worksheet the operator can make intelligent decisions on the proper course of action. To issue the special order for the customer OR to follow-up with a manufacturer of a issued PO for some reason.

Purchase orders can be emailed to vendors as well. Two setup steps must be completed, and when completed the system will prompt to email PO when it is being created from this form and from the Reprint PO option.

Setup PO eMailing

  1. Add your SMTP info on the Stores-> Integration tab
  2. Add the vendor's Purchase Order email address to receive POs, found on the Vendors-> Integration tab (this not NOT the standard correspondence email on the Detail tab)

If email is enabled in ProfitSystem, it will prompt 'Send PO's to vendors with email addresses on file?' Answering yes will cause the program to check the vendor for each PO printed, and if the vendor has an email address set up, it will create an email with the PO attached as a PDF and send it to the vendor.

The work form will behave differently depending on the display/search settings of Un-Issued PO Items vs Issued POs. The behavior of each is defined within this topic.

Un-Issued Items Selection

This selection will show un-issued PO items grouped by event in an outline.

The first level of the outline is events. For each event, the second level shows the PO items for that event. To show the PO items level within the 2nd level, click the + next to the event number. To hide the PO items, click the -.

Click the little box to the left of the item to insert a check. This indicates to the system to put the item onto a printed Purchase Order. Click once and a checkmark appears. Click again and it disappears. Items with the check mark will be issued when the Issued button is clicked. Click next to the event number to automatically check all the PO items for that event.

Buttons

Event selected (1st level selection)

Show Event/Detail...This action will display the event registration form for the selected event.

Item is selected (2nd level selection)

Show Ticket button...This will display the ticket where the selected PO item was sold. This is useful to review the details of the sale.

Show Item button...This will display the PO Item Maintenance form for the selected PO Item.

Show Cust. Button...This will display the Customer form for the customer who purchased the selected PO item.

Event or Item level is selected

Check all... This will mark all purchase orders items within the worksheet to be issued when the issue button is clicked.

Uncheck all... This will uncheck all purchase orders items within the worksheet so that no purchase orders will be purchased when the issue button is clicked.

Issue button...This will issue/print purchase orders for the selected/checked PO items. The user will be prompted for specific information about printing the PO. The PO will print once this information is supplied. The required information is:

Requested Ship Date * Ask me for each Purchase Order: ProfitSystem will prompt for a requested ship date as each PO prints. * Use this date for ALL Purchase Orders: ProfitSystem will use the date entered for every purchase order created. * Use the Event Date minus: ProfitSystem will subtract the number entered from the event date and use that. For example, if you enter 90, ProfitSystem will use a requested ship date of 90 days before the event. * Leave blank for ALL: ProfitSystem won't put a requested ship date on the PO.

Ship Method A Ship Method should be put on the PO. Examples are: Best Way, Ground, Overnight.. etc. The ship method entered will be printed on each PO.

Grouping when Printing Stock POs - This option is utilized when the items selected for printing are being ordered for inventory stock. The setting is ignored. if the items being ordered are customer special orders.

  • Print one PO for each vendor and style.
  • Print one PO for each vendor and category
  • Print one PO for each vendor.

Grouping when Printing Special Order POs - This option is utilized when the items selected for printing are being ordered for customer specials. The setting is ignored. if the items being ordered are for inventory stock.

Create one PO for each event, vendor & vendor style. This is the PO grouping most used for bridal shops.

Print one PO for each event & vendor. Multiple styles for the vendor would be printed for each event. Nice when printing orders for two part bridesmaid gowns (top style & bottom style)

Print one for each vendor. All styles across multiple customers & events will be printed on one PO.

Prompt for PO number... The user may manually enter a unique PO number for the order being printed. BBL suggests that users allow ProfitSystem to auto-create the PO number. However, circumstances occur when a the PO number should be manually entered. These PO number must be unique,i.e. the number cannot be in use on any other PO.

The operator has the option to preview all the POs to the screen prior to printing.

Smart Link

If No, the ProfitSystem will simply issue and print and purchase orders.

If any vendor has a Smart Link username/password or a PO email set up, the program prompts 'Send/Email PO's if possible?' If Yes, and only a PO email is set up, the program will generate a PO number and issue the PO. It will then convert it to a PDF and attach it to an email. The user is prompted to type the text for the email body, and the email is sent.

If Yes, and a Smart Link username is enter for the vendor: It will generate a PO number and issue the PO. For each PO, it will prompt for the requested ship date, shipping method, and shipping speed (Rush or Regular) It will then send each PO in turn to the correct vendor. The vendor will validate the requested ship date, vendor styles, sizes, and colors. If the PO is not accepted, an error message from the vendor is shown, stating what needs to corrected before the PO can be accepted.

If the PO is accepted, no message is displayed. In either case, the PO is issued in the ProfitSystem.

If the PO is accepted, and the total price returned from the vendor differs from the PO price in the ProfitSystem, a To-Do is created for the Ordering manager.

Once all the POs have been sent, a final summary report is shown, indicating which POs were accepted and which were not. This report can be printed using the Print button.

If a PO was not accepted, the style, size, and/or colors can be changed on the ticket, which will update the PO itself. The user can then go to View Purchase Orders and either re-print to PO and fax it in, or re-send it via Smart Link.

A record of each PO emailed or sent via SmartLink is logged under the code POSEND. The log entries can be viewed at Switchboard: Main->Housekeeping->General Setup->Log or Menu: Setup->System Maintenance->Log

Additionally, each PO sent via SmartLink is logged under the code EORDERD. The log entries can be viewed at Switchboard: Main->Housekeeping->General Setup->Log or Menu: Setup->System Maintenance->Log The complete XML sent and received is logged. ​ Search...Displays the Purchase Order Search form to allow for a new set of display criteria to be entered. The worksheet will clear & re-display the information matching the new criteria entered. ​ !Codes... Hover the mouse pointer over the !Codes label for a description of the !Codes that appear in the note column next to a PO item. Below are the !Codes definitions.

Print... Prints the displayed information. The user will be prompted Show Details for each member?'. Answer YES to see the maximum amount of information about each item to be ordered grouped by event (if any assigned) and customer.

Done...Exits the screen

Form Columns

Un-Issued PO Items Selection

Event is selected (1st level selection)

Event number, Name, Type, Date...This is the event information.

#M...Number of Members. This is the number of customers that appear on the Members Tab of the Event form for this event.

#P...Number of Purchases. Of the members above, this is the total number who have a ticket for this event. If they have a ticket, it means they have purchased something.

#D...Number of Down payments. Of the tickets counted above, these is total number that have paid their down payment. The down payment percentages are defined separately for men and women on the System Setup form, Other Settings Tab.

Notes...Indicates a suggested action.

!H Held: Held The sales TICKET is marked held from the sales ticket by clicking the PRINT button and selecting eMail Receipt and Hold. When this is done the !H code appears as a message to clear reason for HOLD before issuing PO. Most likely the consultant is waiting on the proper signatures or confirmations from the customer. Once all is OK, the ticket HOLD can be released by entering the ticket and clicking the Un-Hold button found to the right of the item grid. Tickets marked HELD will appear in the follow-up modules found under Main Switchboard-> Files-> BM Follow-up and Bridal Follow-up. The words Ticket HELD will appear next to the customer name.

D ## Discontinued: The inventory has a discontinued date entered that is within 60 days of the current date the report is being ran. The # is the number of days until the item becomes discontinued.

!D Discontinued: The item is marked discontinued in the Retail Inventory. It may not be able to be ordered from the manufacturer.

!L Late: The event is getting close and the PO has not yet been issued. If the number of days before the event is less than the number of days specified on System Setup form, Other Settings Tab, this alert will appear.

!C Canceled: The sales transaction on the ticket has been cancelled.

!I Issue Now: Each member has a purchase, and has paid their minimum down payment

!X Extra Charges: The item has extra charges linked to it.

Show Event button...This will display the Event form for the selected event. Each event within the form, can list all members of the event whether or not any items have been purchased for special order. This is a great tool to see if the current member orders can be ISSUED or must wait for other members to place orders.

PO item is selected (2nd level selection)

Item number... The PO item number.

Customer... The customers name.

Role... Their role in the event.

Vendor...The vendor who will supply the item.

Style, size, color... Vendor style, size, and color for the item to be ordered.

Paid... The % of down payment paid.

Open Purchase Order Selection

This selection will display Open Purchase Order items grouped by Purchase Order number. Open PO's are items that have been issued (printed) but not received.

The first level of the outline is Purchase Orders. For each Purchase Order number, the second level shows the PO items on that PO. To show the PO items level within the 2nd level, click the + next to the PO number. To hide the PO items, click the -. Attempting to check the box next to each item has no effect in this mode.

Buttons

PO Number is selected (1st level selection)

Show PO button... Displays the PO Maintenance form for the selected PO.

PO Item is selected (2nd level selection)

Show Ticket button... This will display the ticket where the selected PO item was sold. This is useful to review the details of the sale.

Show Item button... This will display the PO Item Maintenance form for the selected PO Item.

Show Cust. Button... This will display the Customer form for the customer who purchased the selected PO item.

PO or Item levels selected

Search... Displays the Purchase Order Search form to allow for a new set of display criteria to be entered. The worksheet will clear & redisplay the information matching the new criteria entered.

Print... Prints the displayed information. The user will be prompted Show Details for each member?'. Answer YES to see the maximum amount of information about each ordered item grouped by PO Number and customer.

Done... Exits the screen

Form Columns

PO Number is selected (1st level selection)

PO Number... The list is grouped by purchase order. Click the + next to a PO to see the line items. Click the - to hide them.

Event Name, Date... This is the event information.

Issue Date... The date the PO was created.

Confirm Date...The date the PO was confirmed with the vendor.

Vendor... The vendor who received the PO.

Notes... Any special information about the PO is shown here. If the PO needs to be issued based on the setting Warn user if a PO is unissued and the event is less than x days away on System/Store Setup-Other Settings Tab, then the notation !DANGER! appears here. If the PO is ready to print because the all the members of the event have paid their downpayment, based on the For bridal special orders: Issue PO when each member has paid at least x% down. Setting in System/Store Setup-Other Settings Tab, then the notation !ISSUE! appears here.

PO Item is selected (2nd level selection)

Item number...The PO item number.

Customer... The customers name.

Role... Their role in the event.

Vendor... The vendor who will supply the item.

Style, size, color... Vendor style, size, and color for the item ordered.