How to Create a Vendor Purchase Order

This article provides a step-by-step guide on how to create a new vendor purchase order using Flawless POS.

You may refer to this video for a step-by-step guide on creating a new vendor PO:

https://www.youtube.com/watch?v=HQ8KZGOlkto

1. Access the Vendor Module

• Open your left navigation menu.

• Click on the Vendor menu option.
  
   

• Select the desired vendor. For this example, we will create the purchase order for the customer named Jov.
  
   
  
  
  

2. Navigate to the Purchase Order Tab

• Click on the PO tab once you've selected the vendor.
  
   
  
  

3. Create a Purchase Order

• Click the Create Purchase Order button.

• In the opened context menu, you can choose different methods for creating the purchase order. For this example, we will create it from scratch.

4. Fill Out Purchase Order Details

• You will see the Purchase Order Details section where you can edit various details.

• For this example, we will leave everything at default.

• Press Next in the top right corner to proceed.

Here are brief descriptions of each field shown in the "Purchase Order Details" section:

• Vendor - The supplier or vendor from whom the items are being purchased.

• Purchase Order Name - A name or title for the purchase order, often including the order date or vendor name for easy identification.

• Purchase Order Date - The date on which the purchase order was created.

• Receive into Location - Specifies the location where the items will be received and stored upon arrival.

• Order Address - The vendor's address associated with the order, where the purchase order might be sent.

• Invoice Number - A reference number for the vendor's invoice related to this purchase order.

• Confirmed To - The contact person at the vendor's side who confirmed the order.

• Request by Date - The date by which the items are requested to be delivered.

• Created By - The individual who created the purchase order.

• Est. Ship - The estimated shipping date when the vendor will send out the items.

• Ship Via - The shipping method or carrier to be used for delivery (e.g., UPS, FedEx).

• Shipping Address - The address where the items are to be shipped.

• Purchase Order Reason - The purpose of the purchase order, such as "Restocking."

• Customer - The customer associated with this purchase order, often used when the order is intended for resale or customer-specific stocking.

• Notes - Any additional notes or details relevant to the purchase order.

• Sales Order # - The associated sales order number, if this purchase order is tied to a specific sales transaction.

• Payment Terms - The agreed payment terms with the vendor, such as "NET 30 DAYS," indicating payment is due 30 days from the invoice date.

5. Add Products to the Purchase Order

• In this section, you can add products to the purchase order.
  
  
  
  

• Items can be selected by:

  • Scanning them with a barcode scanner

  • Manually selecting from the list

  • Uploading via a spreadsheet using the Select From Excel or CSV button.

6. Finalize the Purchase Order

• Once you are satisfied with your product selection, click Next.

• In the final section, make any last edits to the purchase order. This includes adding a description, selecting the location, and editing the unit cost.

• When you are happy with your selections, click Complete.
  
   
  
  
  

7. Refresh to View the Purchase Order

• Refresh the grid to see the newly created purchase order appear at the top.
  
   
  
  
  

Troubleshooting
For any issues encountered while creating a purchase order, please contact Flawless POS support for assistance.