When making sales you may have to place an order due to the item not being in stock. The article below will show you how to use Items for PO to place the order for the items.
Remember - items will only show up here when they would otherwise be reserved. For example, if you only reserve items after 10% is paid towards the sale, then an item that is not available in inventory will not show up on Items for PO until 10% has been paid towards the sale. For more information about the reserve process, see Auto Reserve in System Settings - Part IV.
To access Items for PO you must navigate to Main Menu > Ordering > Items for PO. After selecting Items for PO you will taken to the page below where you can begin working on the orders.
Search Page
When you click the link, you will first come to a search page where you can narrow down which items you see on the next page.
You will need to make a selection from the following:
1. You can select which Manufacturers you want to show. You can choose All, or narrow it down to one or more Manufacturers to display.
After selecting your manufacturer(s) you can choose whether you want to see items that need to be ordered for Customer Sales, Stock, or Both.
- Customer Sales: are items that have been sold to a customer but are not available in stock. Items that are in stock but not available include damaged items, items reserved for another customer sale, or items that are at a locked location.
- Stock: You can also set minimum stock amounts for items in groups. When the inventory count gets below the minimum amount you set, the item will be added to Items for PO. It will count how many of those items will need to be added to maintain the minimum amount and show that on the Items for PO page. This is automatically calculated by the system, unlike Generate PO for Stock, which is a manual process.
After making your selection you can either choose to click on Submit to search using these options, or you can further narrow down your search using the below steps.
2. This allows you to search for specific sales. The dropdown box only shows sales that have items for PO. Sales that have all items either reserved in inventory or already on a Purchase Order will not show in this dropdown menu. If you view a sale, you will only see the items that need to be ordered. For example, if 2 of 5 items are immediately reserved from inventory, and only 3 go to Items for PO, you will only see the 3 and not all 5.
3. Search by location, which means that it will review all sales made that have items that need to be ordered at the location you choose. Like Step 2, it will only show items that need to be ordered - items that are already reserved in inventory will not show on this page.
4. Allows you to search by customer information to find all items for order on sale with relevant customers.
Submit to Purchase Order
When you submit the search, you will now come to a page that shows all items that meet the criteria selected. This page consists of a table showing all the different items that are needed in an order. If your search results have more than several thousand results, you will have multiple pages of results. You can navigate to these using the buttons at the bottom of the page.
Each column is described in further detail below.
QTY Needed: This is how many of a particular item is needed. If the item is needed for a customer sale, then each separate sale will be an individual line item on this page. If this is for Minimum Stock, you will see however many items are needed to bring inventory back to the Minimum Stock number.
QTY Ordered: How many items have been ordered.
Manuf: The manufacturer of the item that is in the row.
Item #: The Item Number for the item that is in that row.
Description: The Item Description for the item that is in that row.
Can Be Drop Shipped: If the item can be dropped shipped, this will be indicated here.
Additional Details: These are notes added to the item when making a sale.
Finish: If a finish is chosen for the item when making a sale, it will show here.
Fabric: If a fabric is chosen for the item when making a sale, it will show here.
Estimated Delivery Date: When making sale, you can choose an estimated date of delivery of the items for the customer. You can also edit this delivery date at other points in time. This date will show for any sales, and you can click the hyperlinked text to edit the Delivery Date directly from the page. Since items for Minimum Stock are not reserved for delivery for any sales, they will say N/A.
Details: If an item was added here from a sale, it will show the sale number here. Clicking the hyperlinked text will take you to the receipt of the sale. If the item is for Minimum Stock, you will be linked to the inventory page for that item.
Location of the sale: This is the location the employee was signed into when making the sale.
PO#: If the item has been added to a PO, the PO number will show here.
Vendor: Here you can choose what vendor you will be ordering the items from. The information you added when creating the vendor in EZ Process Pro will show up on the Purchase Order that is generated.
Qty: Here, you can choose how many of the items you want to order. It will automatically fill out the number needed, but you can change that number depending on your preference as well.
Submit: When you choose the Vendor you want to order from, the Submit button will appear to allow you to add this item to a Purchase Order. Items that are being ordered from the same vendor will go on the same Purchase Order until that Purchase Order is finalized by being printed. When you hit submit, the item will disappear off the Items for PO list and go to Unprinted Purchase Orders.
Qty Available: The number of items currently available in Inventory.
Remove: This column gives you three options: Recheck Instock or Recheck Orders for Stock for items being ordered for a sale, or Remove for items being ordered for stock.
Recheck Instock means that the system will query the current inventory to see if this item has been added to inventory since originally being put on the Items for PO list. If it has, the system will reserve the available item/s and remove itself from the Items for PO list.
Recheck Orders for Stock means that the system will query the orders being made for stock. If there is a Purchase Order, printed or unprinted, that is being made for stock for the identical item, then the system will change that order to being for sale. When the item is checked into inventory, it will automatically be reserved for the sale.
Remove allows you to remove any items that are for Minimum Stock from the list.
At the bottom of the page, you will see a link that says "Or order all items on this page from Vendor". This allows you to use the dropdown menu to select your vendor of choice, then add all items on the page to one Purchase Order for your selected vendor. Only use this option if you will be ordering all items on the page from the same vendor.
Below that, you have quick links to the Main page, the search page you were on before, or any other pages that might have been created if you have too many items to put on one page.