Purchase Order: Overview

The POS Works Purchase Orders program is used to create purchase orders. These purchase orders can be set up to be sent electronically to suppliers that allow electronic orders, or alternatively they can be exported to an excel sheet to be emailed or faxed. POS Works has a suggested order feature that allows users to automatically populate an order list with suggested quantities of items based of a number of factors. Users can also add items to a purchase order manually. For easy reference POS Works will flag items On-Order with quantities until the stock is invoiced via a Purchase Invoice.

Button Description Purchase Order ID This is an internal number attached to the Purchase Order. This is an unique identifying number automatically created by POS Works upon creation of the order. Import Creates a tool for you to import a .csv or excel file. The file should contain two columns. One identifying number (Item ID, Barcode or Order Code), and another for quantities. If you do not specify a quantity column the quantity of all items imported will default to 1. Item List Imports a PDA created Item List directly into a Purchase Order. Import Scripts Imports selected Items dispensed since the last time this feature was used. Suggest Order

a tool that auto-generates items and/or quantities based off a selected suggested order type.

Send Transmits your order to the appropriate supplier. Re-Transmit

Used to re-transmit an order that has failed to send once the issue has been resolved.

Create Invoice Exports a Purchase Order and Sends the Information across to an Invoice

Refresh Errors

Refreshes and deletes corrected errors

Location Name of the Location where the PO has been created Supplier Name of the Invoicing party Agent Name of the party the order must be sent to so the best trading terms are achieved Status Where the Purchase Order currently lies in the system Sent By Name of the user that sent the order Date Sent Date the user sent the order Location Stock Info List of all other current locations and the information and status of each Item at their location Item Request Feature to request a New Item to be added Item Info When you click on an Item in the order, the grid displays information relating to that Item, SOH, Scripts on Hold, On Order quantity, etc. Quarantine On Order quantities (forward dated drops) This will allow the store to track orders that have been raised for delivery weeks or months in the future. The quantities in these orders will not be added to the normal On Order qty but instead be added to a Special On Order quantity which will mean that the data will not interfere with suggested ordering for normal daily use.

There is an extra column in the stock grid in Item Maintenance which will show the Special On Order; hovering over this figure will show a tool-tip listing the details of this special on order stock (Date expected, supplier, purchase order ID, comments from the purchase order).

When creating a new purchase order, if any items belong to a forward dated order they will highlight in lime green and each of these lines will also show a tool-tip much like the one in Item Maintenance.

When a user attempts to send a quarantine purchase order, they will be warned (a slightly different warning if the expected date is less than a week away). When the order is sent it will NEVER be transmitted electronically; the user will have to give a copy to their rep (current electronic ordering does not cater for forward dated drops) - the user will also be notified of this. Core Item 'Core Item' column is included on the grid of the Purchase Orders program. Once an order is generated the column will indicate if the item is a core item or not. You can use the smart grid functionality to group the core items together for assessment in addition to updating all or a selection of Items to 'Core' in bulk. Suggested Method You are now able to see which suggested order type was used to raise a purchase Order. Types will be listed in the 'Suggested Method' column within the Item grid. Non Electronic Send This is an option to export Purchase Order to email or to be faxed. This option is found in the 'Extras' option above the search bar. Supplier RRPs Suppliers RRP's (inc GST) now populate against Items in the Purchase Order Profile when raising Purchase Orders. NOTE: This function is reliant on the RRP's being loaded against Items. Last Invoiced Date When creating a stock transfer or PO the grid that displays the SOH etc., for other group locations now displays the Last Invoiced date. This allows you to view how long each location has been holding stock. Allow Deal Quantity Boosting Option to boost order quantities to achieve required quantities for active deals. "Boost to deal min quantity" Allows suggested orders to increase the suggested quantity to a Min Quantity 1 from active deals if less than Min Quantity 1. For multi level deals if the suggested quantity is halfway or more to the next quantity break it will allow the suggested quantity to be boosted to the next quantity break. Other Stores

If you have entered store locations in the 'Allowed Transfer Stores' grid found in the extras tab of Location Manager, the other stores stock grid in the top right of the Purchase Order program will only show entered stores locations instead of all stores.

Alerts

A Grid Colour reference is now available in the 'Notes' tab which provides the details for each warning that is available within the program.

Colour Description Pink-Red

Warning for Main Supplier / All deal information

Yellow- Orange Available as a reward from supplier. This is set as a store stock status in Item Maintenance. Hot Pink Price Drop-New status type Price Drop can be set against Item(s) where the supplier has advised that there a is future price reduction. If an Item has been flagged with 'Price drop' and it has been entered into a Purchase Order the line will highlight in Hot Pink with white font. Hover over the line and Price Drop warning message will appear. Stores may want to keep very low inventory holdings of this type of merchandise. Status type is managed in Item Maintenance . Red Significant price drop for the product soon- If an Item has been flagged in red and it has been entered into a Purchase Order the line will highlight in red with white font. Hover over the line, the warning message will appear. Stores may want to keep very low inventory holdings of this type of merchandise. Status type is managed in Item Maintenance. Light green Modular Items Highlighted Pale Pink Agent Only- You will now see the following prompt message if you attempt to raise a Purchase Order that’s includes an Item that is flagged as Agent Only in Item Maintenance. Applicable Items will be highlighted in pink in the Purchase Orders program. Hover over this line to reveal the prompt [This product is marked agent only, not allowed to send directly to the supplier. Please remove this item from the order]. Dark Green On Promotion- The description field of an Item will highlight in dark green if it is currently on promotion. Blue Lower Costs Items will highlight in blue if lower costs are available when raising a new Purchase Order. You are not required to make changes to your Purchase Order to reflect these lower costs. Please be advised that this function needs to be switched on in Site Configuration under the Purchase Order tab. The checkbox is labelled "Check for lower costs from alternate suppliers (will highlight in Purchase Order grid)". Purple Currently on Supplier Cycle deal Dark Red A preferred item exists

When ordering a product which is in a assorted deal an Alert Pop up showing the products part of a that deal will be shown when the mouse is hovered over the line.