Purchase Orders - Non-Received Purchase Orders

In this article, we will discuss the process for receiving items via PO using Non-Received Purchase Orders.

 

If you have created a Purchase Order using Items for PO. You will first need to print the PO via Unprinted Purchase Orders.  Once complete the PO is now classified as a Non-Received Purchase Order and the items will not be added to the inventory until you receive them.

 

To view the Non-Received Purchase Orders you must navigate to Main Menu > Ordering > Purchase Orders > Non-Received Purchase Orders. This is where you can find all purchase orders that have been printed but not yet received. Each of these POs has had none of their items marked as received yet. If ANY items on a PO are received, the PO will no longer show on this screen. 

 

Please See Below for a Description of Each Column

• Vendor Name: This is the name of the vendor the Purchase Order was sent. 
• PO #: This is the unique number of the Purchase Order on the list. If you click the blue hyperlink, the Purchase Order will open in a new window. Here, you can print or email the Purchase Order to send it to the vendor. 
  • 
• PO Date: This is the date the Purchase Order was generated. 
• Ordered By: This is the name of the employee who created the Purchase Order
• Vendor Acknowledgement: If this was an order sent to Ashley through Ashley PO Direct, the system will have a few different messages here to indicate whether the PO was sent successfully. 
• PO sent. No response, please contact vendor representative: This means that Ashley's servers did not indicate they received the PO successfully. You should log into your Ashley Direct portal or contact your Ashley rep to see if the PO went through, and contact EZ Process Pro support to see if there is an issue with your Ashley connection. 
• PO sent. Waiting on response: The PO has been sent to Ashley and is waiting on a response from their servers to indicate whether the process was successful. 
• Yes (Ack#CODE on DATE): This means that the PO was sent successfully. Any updates will be pushed through the system. 
• ETA: This is the estimated time of arrival for the Purchase Order items. If an ETA hasn't been set, the text will say ETA. Ashley POs will automatically update ETA, but for other POs, you can click the ETA link to pull up a new window and input the ETA. Any items with an ETA will show on the Receiving Calendar.
  • 
  • PO Arrival Date: This is the estimated arrival date for all items on the Purchase Order. If you prefer to have different ETAs for different items, you can use the "Add ETA for Each Item on the PO" button at the bottom of the page. 
  • Rep Name: This is an internal note for your team documenting how the Arrival Date was confirmed. 
  • Estimated Total Price: The cost for the items. The cost will have been set when you created the PO, but if you would like to update the estimated total cost here you can do so here. 
  • Write additional comments here: Here is a space for internal notes on the order. 
  • View History: Any records will be entered here. Click on this link will pull up a new window to view these records. 
  • Add ETA for Each Item on the PO: Clicking this will pull up all items on the PO and allow you to view and create an ETA date for each item. 
• Shiplist #: This allows you to link the PO to a ship list.
  • You also have the ability to print barcode labels and/or price tags for merchandise before it arrives. 
  • 
• Invoice: This will have a link to open the Invoice numbers for the PO. Please see the Invoice Page section below for more information on this page. 
  • 
• Prepay This PO: This is a shortcut to the Accounts Payable report where you can pay the Invoice off ahead of time. Like all Accounts Payable invoices, you can choose to pay by credit card, debit card, check, or ACH. For more information, please read How to Pre-Pay a PO. 
  
  
  • 
• Void: you will have the option to void the PO altogether from this screen. 

 

Invoice Page

To receive the items via the Non-Received Purchase Orders page you need to click the Invoice link.  Here you will see a slightly different version of the PO. The same fields on the PO will still be available, but you will have a few extra fields to fill out. In the image below, the fields are highlighted in green, and they are each explained further below. 

• Invoice #: The vendor should provide you with an invoice associated with the items being delivered to you. Here, you can input the invoice number so that you can track inventory expenses for your company and refer to records at a later date. Invoices can be viewed under Accounts Payable.
• Invoice Date: This is the date on the Invoice that the vendor is providing you. 
• Received By: This defaults to the signed-in employee. 
• Location: Here you will choose what location you want the items to be checked into. This will add the items to the inventory of that specific location. 
• QTY Ordered: Total number of the items ordered on the PO it is associated with. 
• QTY Received: The total number of the items that have been received, including Damaged inventory. 
• QTY Damaged: How many of the items received are damaged and need to be repaired before being available for sale. 
• QTY Back Order: This is automatically calculated based on how many items were ordered and how many are being received. If any items are not received here, they are noted to be on Backorder to the Vendor. 
• Cost/Item: This is the cost of the item based on the invoice. It will pre-populate with the cost as it is recorded in your system, but you can change it to reflect the cost on the invoice you have received. 
• Adjustment: If the vendor added any fees or provided any discounts, those can be added here. This can also be used to track tax. 
• Total Cost: Cost of the item added to the adjustment. 
• Comments to Vendor: In the bottom right-hand side of the page, you have a field where you can provide notes about the vendor and invoice.
• Submit: This adds all items with their checkboxes checked into inventory based on the settings you filled out. 
• Reset: This clears any changes you made to the page and reloads it the way it was. 
• Receive Using Barcode: If you have a barcode scanner configured, you can check items in through the barcode scanner directly. 

In the middle of the invoice, you will see more information about the cost of the products. This section gives you two options for calculating the costs. The first takes the total cost of the items and adds it to all the individual adjustments for each item that has been selected. The other allows for a more nuanced cost sheet. 

• Total: All selected items costs added together, without adjustment
• Adjustment: Here you can adjust the overall cost of the PO by either adding or misusing (-) a dollar amount from the total. 
• Adjustment %: If you choose a percentage adjustment, this percentage will apply to all selected items. It will automatically calculate the percentage and fill out the adjustment amount on the item's row. 
• Freight: This is a freight charge for all items.
• Prev. Paid: If you have previously paid the vendor for this invoice, the amount that you have paid will show here. 
• Total available credit: If you have any credit available with the vendor, the amount will show here. 
• Credit applied: Here you can choose how much of the credit you have to apply towards the invoice. 
• Total Due: The amount due for the invoice. This will show on the invoice in Accounts Payable. 
• Terms: Here you can select the payment terms that you are paying the invoice with.
  • 

Once you have entered in all of the information to the Invoice simply click Submit and the invoice will be confirmed as delivered.