📝 Overview
The software helps you manage product ordering and inventory by keeping an organized list of all the products that need to be ordered. It also creates purchase orders that you can email, fax, or mail directly to your suppliers. Once you save a purchase order, you can find it by clicking Edit Purchase Orders from the Accounting pull-down menu.
To open the Product Ordering screen, click the Ordering button or click Product Ordering from the Products and Services pull-down menu.
🔁 Set Up Auto Reordering
Automatically add products to the Products that Need to be Ordered list when they reach a certain stock level, and choose when you're reminded about them.
📉 Set Products to Auto Reorder
Set a reorder point and reorder quantity for each product you want added to the reorder list automatically.
Click the Product button or click Edit Products from the Products and Services pull-down menu.
Double-click the product, or highlight the product and click the Edit Product button.
Click the Ordering tab.
Check the Auto Reorder box. This product will be added to the reorder list when the quantity in stock is equal to or less than the reorder point.
Enter the product Reorder Point.
Enter the Reorder Quantity, or the number of products to order.
(Optional) Check the Hold Order Until box to not reorder products until a certain date.
Click Save.
When your product count falls below the reorder point you entered in step 5, the product is automatically added to the Products that Need to be Ordered list. If the Pop-up Product Reordering option is enabled, you'll also receive a pop-up message.
⏰ Pop-Up Reorder Reminders
A pop-up message can appear when one or more products need to be reordered. You can click the top of the pop-up reorder reminder window and drag it to keep it from disappearing.
Click Pop-Up Reorder Options from the Tools pull-down menu.
Click the notification option you prefer:
Every time a ticket is closed: Displays the pop-up reorder reminder every time a ticket is closed
Every |___| hours: Displays the pop-up reorder reminder at a selected hourly interval
Once a day: Only displays the pop-up reorder reminder once per day
Do not show pop-up reorder reminder: Disables the pop-up reorder reminder
Click OK.
🛒 Order Products
Order a single product directly from its product record, or order several products at once from the Product Ordering screen.
🏷️ Order a Single Product
Create a purchase order for one product from its product record.
Click the Products button or click Edit Products from the Products and Services pull-down menu.
Double-click the product to order, or highlight the product and click the Edit Product button.
Click the Ordering tab.
Click the Order this Product Now button.
The Add Purchase Order window opens. Once completed, submit to Supplier for order fulfillment.
📋 Order from the Product Ordering Screen
Add one or more products from the list of products that need to be ordered to a purchase order.
Click the Ordering button or click Product Ordering from the Products and Services pull-down menu.
In the Display section, click Products that need to be ordered. Inactive products won't appear on the Ordering screen.
A list of products that need to be ordered appears. Any product from this list can be added to a purchase order (PO). To take a product off the Ordering screen, uncheck the Auto Reorder box on that product.
Highlight the items to add to the purchase order and click the Order Items button, or double-click a product you'd like to place on order. To put several products on the same purchase order, hold the Ctrl key while clicking each item you need to order, then click the Order Items button. A purchase order with all the items you highlighted is created.
The Add Purchase Order screen appears.
The description, size, make, category, wholesale price, and quantity ordered automatically populate.
The quantity ordered is calculated by adding the reorder quantity plus the reorder point minus the stock count.
Select the supplier from the pull-down list in the Supplier Information section.
Leave the status as Open.
(Optional) Set a Date due date.
Click Save. The product shows as being put on order.
You'll return to the Ordering screen.
In the Show field, you can select from the following choices to view the status of your product ordering:
Products that need to be ordered: Products that need to be ordered
Products on order: Products that have been added to purchase orders
All orders: All purchase orders
Orders in process: Products that have been added to purchase orders but not received
Complete orders: Products that have been added to purchase orders that have been received
Incomplete orders: Products that have been added to purchase orders, but only some have been received
📧 Email a Purchase Order
To physically place the order after the purchase order has been saved, call, fax, or email the purchase order to the supplier. You can email a purchase order to a supplier from the Purchase Orders screen.
Click the POs button or click Edit Purchase Orders from the Accounting pull-down menu.
Highlight the purchase order to email.
Click the E-mail PO button.
🖨️ Print Products on Order
Customize the columns on the Product Ordering screen and print a list of products on order.
Go to the Product Ordering screen.
Make the appropriate products on order selection in the Display section.
Click the Customize View button on the left to add or remove columns as needed.
Use the Add, Remove, Move Up, and Move Down buttons to customize the information to view.
Click OK to return to the Product Ordering screen.
Sort the display by clicking a column heading, like Product ID.
Click the Print List button.
The Print Options window appears.
Make the appropriate print option selections and click Print.
📦 Receive Ordered Products
Record products as they arrive so your stock count updates automatically.
Go to the Product Ordering screen.
Select Products on order in the Show field.
Select Orders in process.
Double-click the purchase order with the products you received.
The Edit Purchase Order screen appears.
Enter the quantity of the product received in the Qty Received column.
Edit any fields that may have changed. For example, you can edit the shipping and wholesale prices if they've changed.
If the quantity received is greater than or equal to the quantity ordered, the Status column changes to Complete.
Change the PO Status to Closed.
(Optional) Select a Date closed date.
If the quantity received is less than the quantity ordered, the Status column shows Incomplete, and the purchase order status should remain Open.
Check the This PO has been paid box if this purchase order has already been paid.
Check the Add items to general ledger box if you'd like to add these items to the general ledger.
Click Save.
Your stock count updates automatically, and the quantity received is added to the current quantity in stock.
If you checked Add items to general ledger, the Edit Ledger Entry screen appears.
Fill out the information and click Save. For more information on ledger entries, find the related article here.
If you have several products on the purchase order and want to mark them all as received, click the Mark All Received button and save the purchase order as you normally would.