4.5 Purchase Orders

Creating a Purchase Order 

Purchase orders are made through the back office under: 

Manage> Stock Control> Purchase Orders 

This screen will show any current purchase orders that you have waiting to be received. 

To add a purchase order, select the ‘add purchase order’ option in the top right corner.

Once this has been selected it will load the purchase order screen, from here you can change the expected delivery date, cancellation date, location of where stock is delivered and who is placing the order. 

Once the delivery details have been amended, the supplier list underneath shows any products with minimum stock automatically. If you need to see stock from all suppliers select the ‘show all suppliers and stock tracked products’ this will then show all suppliers with an option to show products from that specific supplier. 

Once ‘show products’ has been selected for a supplier all products with stock associated will appear with all of their current levels along with minimum and maximum levels which have already been predetermined. There is also a check box for ‘Show all non-stock tracked products’ this option allows you to then order products that you currently may not be keeping stock of such as new lines added to the system. 

You are then able to adjust the ‘on order’ to what you would like to order from that supplier. You can also change the cost price for the current order if suppliers have changed prices/have promotions running. If you are utilising our min/max stock levels the system will auto-populate the on order to bring you up to the maximum holdings. 

Once the on order levels have been changed you can add a note to the purchase order for the delivery or see the stock report, save as a draft, generate order & email or generate order. 

When ‘generate order’ is selected, this will place the order within Epos Now. If ‘Generate order & Email’ has been selected this will allow you to determine what email address you would like to receive the order and send the purchase order. 

It will also allow you to preview, amend or send the purchase order. You can choose to include a company logo. Once sent a confirmation will be shown. 

Receiving a Purchase Order 

Once a purchase order has been received, navigate back to the purchase order screen and find your relevant purchase order, then select ‘details’ for the order which has been delivered/received and this will show the purchase order details page. 

Once ‘Receive’ is selected it will show options to select who has received the order and allow you to change the amount received (if required) against the amount originally ordered. You can also set everything to zero, cancel the order or receive. 

When ‘Receive’ is selected again the purchase order details page will show as received the order and how many were received of each item as well as allocating a GRN (goods received note). This will then add the stock onto your existing stock levels. 

Once a purchase order has been marked as received the main purchase order page will show that the order has been received against orders which are yet to be received.