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Stock Creating PO Overview

Stock purchase orders are used to purchase items/merchandise for stock inventory and are created from Purchase Orders->View PO Items->Add button. Customer Special orders may only be created from a Sales Ticket/Ledger.

Review the topic View Purchase Order Item Maintenance for more information on the form to create Stock Orders or to edit Special Orders prior to printing.

Stock Orders may be created with or without Size & Color charts, however a Stock order must have a SIZE entered. Using Size and color charts will shorten the time needed to add quantities to a stock order when multiple sizes and/or colors of the same vendor/vendor style are being ordered.

Stock orders may be received directly into inventory via the Purchase Orders->View Purchase Orders->Receive PO option.

Once a stock PO is issued (printed) it's size or color information may be modified (this CAN NOT be done on Special Orders). To edit one, go to the View Purchase Order form and locate the purchase order. Find the item to be edited on the PO Details tab and click View/Edit SCW. Finally, click Edit items to edit the line items. Changes are logged and can be viewed on the Log form. The log entries use the key type of STOCKPOEDIT, and the Log form can be filtered to show only these log entries.

Stock Order creation requires some mandatory information. Review the data requirements below.

Data Requirements:

  • Vendor number (mandatory)
  • Manufacturer style number (mandatory)
  • Store style number (if item has a inventory style previously assigned in ProfitSystem; entering a inventory store style will speed up the creation process because all the required data will automatically be completed by ProfitSystem® with the information entered into the inventory) This number is validated against the ProfitSystem inventory file and any entry must match a store style entered there. If this is a new item, enter a new store style number to use, or use the Assign button to generate a new store style.
  • Description
  • Category (mandatory)
  • Subcategory
  • Size Chart (optional, but speeds up the creation when different sizes of the same style are being ordered)
  • Color Chart (optional, requires size charts, speeds up the creation when different colors & sizes of the same style are being ordered)Width Chart (if shoes)
  • Unit Cost

and any special instructions

Stock Orders are entered individually, then selected for issued. All selected will be printed on one PO to each vendor. To generate a Stock Purchase Order:

  1. Click Purchase Orders, then click on View PO Items.
  2. Click Add. Enter all information needed to generate the Stock P.O.
  3. The Sales Associate (SA) field will be automatically populated with the Sales Associate (SA) code of the currently logged in user when password/security protection is activated.

To use a Size or Size/Color/Width matrix the Size chart or the Size, Color & width charts need to be assigned.

  1. Click on the Matrix button. Depending on your charts selected, you will see the Size Matrix screen pop-up. Click into the square corresponding to the size and color you wish to order and enter quantity to order.

To enter the size and colors without a matrix

  1. Click the View/Edit SCW button and enter the size, color. Click ADD button next to grid select blank line and enter a size and color(s) & quantity to order for that size / color combination. Repeat for each size color combination. Click on Done to save & exit the form.

  2. To enter another item, repeat steps 1 thru 5.

  3. Click Done to complete the process so you can then issue the POs per vendor.

To Issue a Stock PO:

  1. From the Main Menu click on Purchase Orders then Issue Purchase Orders.
  2. From the Purchase Order Search Menu, check Show Stock Purchase Order Items. Click Update.
  3. Click on the + sign next to the Stock Order row to display a list of all Stock PO items needing to be issued. Locate the items to issue and double-check the boxes on left of those entries to enter a check, indicating that item is to be printed on a PO.
  4. Once completed marking all the items to order. Click Issue.
  5. Enter Shipping Information,i.e. method and requested date. Click Ok.
  6. Select the purchase order terms to print (only will be prompted when several are entered within the system), Click Ok to print the PO.
  7. After the PO(s) print, click Done to exit

To Receive a Stock PO:

Receive via the View Purchase Order form by clicking the Receive PO button. For more information please read help concerning the Receive form.