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Purchase Orders Overview

ProfitSystem Purchase Order management provides the tools to efficiently process a large number of purchase requests for customers (special order) and inventory (stock order).

Purchase Orders items are created from the customer’s Sales Ticket while stock order items are created within the View PO Items maintenance form. ProfitSystem® provides flexible report and printing options to allow extensive control over the entire process.

The Issue Purchase Orders Work form is the primary function that is used on a daily basis to review items that need ordering & to determine which items may be released for PO creation. It actually serves two needs. It can indicate which items need to be ordered OR which Open POs (those issued, but not received) need follow-up.

Once a PO is issued (a PO is issued by printing it) it may be reviewed/received via the View Purchase Orders maintenance forms. Purchase orders can be sent electronically to a vendor if the vendor supports Smart Link.

Note:

Special Ordered for specific customers are automatically created from their sales ticket status. In some circumstances details of the special order may be modified or even deleted. Available modification features depend upon the PO status of the item being ordered.

  1. Modifications made on the PO Item form do not show/display on the customer's ticket
  2. Size and/or color may be modified on the ticket even after the PO is issued. In that case a PO Alert is created for the ordering manager that indicates what was changed.
  3. A ordered sales transaction is canceled, the PO item is deleted when the PO has NOT been release
  4. A ordered sales transaction is canceled, the PO item is marked to indicate the sales ticket sales transaction is canceled when the PO has been release. The PO must be manually cancelled with the manufacturer, if possible.

PO Item Creation to PO Diagram