Rx-Inventory: Purchase Orders

Owned by Susannie Tiempo (Unlicensed)
Last updated: Jun 12, 2024
6 min read

 

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.

Example full-access Purchase Order Permissions

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

Working with Purchase Orders - 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

  1. From the Rx-Inventory dashboard, go to the side navigation menu on the left and select the Purchase Order option, then the Order option).

Rx-Inventory Purchase Order menu highlighted

  1. To create a new Purchase Order, click on the Create button located at the top of page. This will open the creation dialog menu.

Rx-Inventory Create Button highlighted

  1. 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)

Purchase Order Creation Menu

  1. 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.

  1. Select the desired Purchase Order from the list of orders that which you wish to add frames to.

  2. Navigate to the bottom of the page, this is where all items part of the order may be viewed

PO-lines.png
Purchase Order Line Items

 

  1. Click on the Add Line button located on the top right of the grid.

  2. From this menu, you can search up frames using UPC or utilizing the Find Item button to search your inventory

Add Line Menu

  1. 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)

  2. Click on the Submit button

Back to top

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.

  1. 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.

Purchase Order Release Form

  1. 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.

Send Email Option for Purchase Order

 

  1. Click the Export button at the bottom of the form

  2. You can now View/Download the document by clicking on the highlighted area in the image below.

PO-lines-marked.png
Example Export PDF

 

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:

  1. Navigate to the order you wish to receive

  2. Click on the Receive button next to the order

Purchase Order Receive Form

  1. From this menu we can scan the frames in our shipment, or manually add the quantities ourselves.

  2. 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.

  1. 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.

         

image-20240123-133915.png
Default Purchase Order Printing Settings

  1. 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

 

image-20240123-134849.png
Print PDF button

 

 

Back to top

Purchase Order Column Definitions

Here you can find a brief description of the fields that can found on a Purchase Order

Column Name

Description

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

 

Back to top