Purchase Order Process

A Purchase Order is used for keeping track of items you order from Suppliers. You can use Purchase Orders to keep track of items you’ve ordered, received, or plan on ordering.

At a Glance

  1. Create & Confirm Purchase Order.
  2. Send PO to Supplier.
  3. Once items arrive, reopen PO, review and receive PO.
  4. Confirm associated Purchase Invoice, adjust item quantity as needed.
  5. Repeat (if necessary) for undelivered items.

Creating & Receiving Purchase Orders

To start a new Purchase Order, select the “+” from the PURCHASE module.

Add the products to be ordered in the area below. New rows will automatically appear as needed. Items can be added by scanning a barcode, or begin typing the product name or code to populate the list.

Put in your cost per item and the quantity you are ordering. You can enter other fields as you feel is necessary, such as unit, tax rate, sales markup, or supplier quoted delivery date.

Like most documents in ERPLY, Purchase Orders have both a “Save” and “Confirm” option. Saving is for documents you are working on but coming back to later. A saved purchase order can be edited further. Confirming is for completing the document and moving to the next step in the process. Once confirmed, the registration number will be automatically generated.

NOTE:the TRACKING NO. is a user-specified field where you can enter a tracking number provided by your supplier so that you both can identify your order, or it could be a carrier tracking number that you can keep there for your recoreds. You can also add notes in the left side grey bar at the botto where it says "Notes".

Your Purchase Order has now been created and confirmed. It is now located under the Purchase Orders screen. You can search for it by status, number, date, etc.

Once confirmed, the Purchase Order is considered sent out your supplier, but the goods are NOT yet registered into your inventory.

You can send your PO to your supplier using the print/email button. This allows you to print a copy of the PO, download the PDF to send from a specific email address, or send your PO directly to your supplier from ERPLY by choosing the email option.

When your goods arrive, locate your Purchase Order and open it to finish the process.

Search for the Purchase Order by Order Number, Supplier, time frame, or any other filter shown below:

Open your Purchase Order for review, then choose “Receive PO” from the QuickNav Bar on the bottom of the screen.

Once selected you will notice the layout converts to a Purchase Invoice. A new field, “Invoice Number,” will be shown. This is where you will put the PO or Invoice number provided by your supplier.

NOTE: If the document does not convert to a “Purchase Invoice,” but instead converts to a “Purchase Invoice-Waybill,” you need to go to “Configuration” under the SETTINGS module and uncheck “Enable purchase waybills and purchase invoices as separate document types”.

At this point, check to see if there are any differences between the quantity of goods ordered and the quantity which arrived from the supplier. If there is a difference, make the changes accordingly on the Purchase Invoice document.

Once complete, select “Confirm.”

Delivered items have now been added to your Inventory.

Additional Purchase Order Options

Multiple Deliveries of PO from Supplier:

If there are items which were not received in a purchase order, the order will list a state of “partially received.” This may be due to missing items, or it may be due to multiple deliveries for the same purchase order. In the event of multiple deliveries, you can easily receive the partial order excluded from the original shipment. To receive a partial order against the original PO, select “More” and click “Receive purchase order.”

This time, ONLY the undelivered items (which were not yet received from Original PO document) are displayed to be received.

You can edit what was received, as you would on the original purchase order. ERPLY will assume the rest of the items arrived. Click “Confirm” when done.

Reorder or Remove Missing Items:

In the event of items missing from your shipment, find the partially received purchase order as above, then choose “List of undelivered items” from the “More” menu.

Once opened, a new window will appear containing information on the items missing from this purchase order. Below this report there will be two options:

Create New Purchase Order: Creates a new PO with all items that are on the undelivered list. Follow the steps above as if creating a new purchase order for these missing items.

Clear Undelivered Items: Removes any items that were not delivered from the original Purchase Order. This will keep your Purchase Orders and Purchase Invoices matching if you do not need these missing items.