Overview
Purchase orders allow the user to create an order of frames. Once created you can then generate a PDF report to submit to your vendors/merchants.
Permissions
The relevant permissions for Purchase Orders can be found in Rx-Hub → Roles → (Specific Role) → Rx-Inventory. Learn more or get a refresher on how our User Roles and Permissions work.
Purchase Order Permissions Explained
Return Reason These are your configured reasons why item are being returned to its vendor. Example: Breakage, Recall, Overstocked…
Vendor Return This is the actual return document generated by the user.
Vendor Return Line Item This controls access to the frame items added to a Vendor Return.
Vendor Return Export Format This controls the format structure when exporting Vendor Returns as PDF/CSV documents.
Required Setup and Configurations
Ensure Rx-Inventory is installed
Ensure correct permissions are configured
\uD83D\uDCD8 Working with Frame Transfer - Instructions
Important
The following modules/applications must be running for this feature to work:
Rx-Transfer (API service)
Rx-Inventory
Rx-PDF (If exporting in PDF format)
Rx-Hub
You need to have the appropriate user permissions to access this feature
Creating Purchase Orders
From the Rx-Inventory dashboard, go to the side navigation menu on the left and select the Purchase Order option, then the Order option).
To create a new Purchase Order, click on the Create button located at the top of page. This will open the creation dialog menu.
Once the creation menu is displayed, enter your Vendor and Manufacturers relating to the order. Select a PO Type and package size (This will be used later on when adding items to the order)
Click on the Create button to create the order.
Adding frames to an order
Now that we’ve got an order created, we’re going to want to add items to the order so we can submit it to our vendors and manufacturers. We can do this easily by following the instructions below.
Select the desired Purchase Order from the list of orders that which you wish to add frames to.
Navigate to the bottom of the page, this is where all items part of the order may be viewed
Click on the Add Line button located on the top right of the grid.
From this menu, you can search up frames using UPC or utilizing the Find Item button to search your inventory
Enter the number of packages you would like to add. (This will calculate the total quantity based on the package size you provided when creating the order)
Click on the Submit button
Releasing a Purchase Order
Now that we’ve got our order setup, and Items added to it. It’s time to release the Purchase Order to our suppliers. We can do this by following the steps below:
1. Click the Release button next to the Purchase Order you desire to release.
If you want to generate a document that you can share with your vendors, select the file type that you wish to export (CSV or PDF) and select the format to export your purchase data to.
Note - To generate a PDF export the Rx-PDF module must be installed and running.
You can also send the export document to your vendor or any email address that you want to send it to. Simply check the Send Email checkbox and add the recipients' email addresses to the Recipients field.
The Email functionality in Rx-Hub should be configured in order for the Send Email function to work.
You can set a default email address to your vendors profile. This will automatically add the it as recipient for any PO released for the vendor.
Click the Export button at the bottom of the form
You can now View/Download the document by clicking on the highlighted area in the image below.
Receiving an Order
Now that we’ve submitted our order to the supplier, and received the shipment in our warehouse, it’s time to receive the items in to our inventory. We can do this easily by following the steps below:
Navigate to the order you wish to receive
Click on the Receive button next to the order
From this menu we can scan the frames in our shipment, or manually add the quantities ourselves.
Click the Submit button on the bottom of the page.
When partially receiving a Purchase Order you will be prompted to select on the following options:
Back to Receive: returns you to the receiving menu to continue scanning items
Receive & Close: receives all scanned items and close the purchase order
Receive & Leave Open: receives all scanned item and leaves the order open for you to complete at a later time
Receive & Open new PO with remaining: receives the scanned items, closes the current purchase order and will automatically created a new purchase order with all remaining unreceived items
Printing Purchase Order PDF Document
You can print a purchase order PDF document directly from the purchase order table without exporting it first. To do that, follow these steps:
The Print PDF button is disabled if any of the default purchase order printing settings is not configured.
Configure the default purchase order printing settings.
Navigate to Settings → Configuration → Purchase Orders. Select
Purchase Order Default Print Export Format - Default export format to use when printing purchase order
Purchase Order Export Default Print Printer - Default printer to use when printing purchase orders. This will show all the printers available on your network.
PDF Template - The PDF template that will be used when printing the purchase order.
Click on the Print PDF. This will send the printing request to the background queue and confirmation will show if the request was successfully made. If any error occurs during the printing process, an error will displayed in the Last Print Error
Purchase Order Column Definitions
Here you can find a brief description of the fields that can found on a Purchase Order
Column Name | Description |
|---|---|
PO Number | The number associated to this order. (This is auto-generated and unique when creating an order) |
Warehouse | The name of the warehouse that will be receiving the inventory |
Vendor | The vendor that you will be submitting the order too |
Manufacturer | The manufacturer that the purchase order items belong to |
Opened Date | The date which the order was created on |
Closed Date | The date which the order was received and closed |
Status | The current status of the order (Open, Closed, or Released) |
Scale | The scale multiplier used when adding line items to the order |
Total Cost | The sum of quantity and received cost |
Created by User | The logged in user at the time of creation |
Created by Email | The email address of the logged in user at the time of creation |