Inventory - Purchase Order
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This article will help users navigate the process and details of purchase orders.
In this article:
Overview
Purchasing orders can be a long and complicated process filled with numerous stages and labels. Vonigo simplifies that for users by enabling the option of customization. Vonigo lays it all out for you to make it quick and easy to follow and understand.
The Purchase Order Process
Processing orders may take some time, going through multiple stages and more. The table below details the status definitions of the order stages while purchases are being processed:
# |
Name |
Description |
---|---|---|
1 |
Not Ordered |
Stage 1
|
2 |
Sent |
Stage 4
|
3 |
Received |
Stage 5
|
4 |
Back Ordered |
Stage 3.1
|
5 |
Approved |
Stage 2
|
6 |
Cancelled By Requestor |
The PO was cancelled by the franchisee from Stage 1. |
7 |
Cancelled by Vendor |
The PO was cancelled by the corporate from Stage 2 or Stage 3. |
8 |
Outstanding |
Stage 3
|
9 |
Completed |
Stage 6
|
10 |
Deleted |
The order was reserved. |
Order Print Appearances
There are various configuration options available for the purchase order appearance.
Note: Please see purchase order definition and behavior in the related articles.
Setting Up Order Appearances
To setup your Purchase Order Appearance, follow the next few steps:
-
Click on Setup in the navigation menu.
-
Click on Inventory.
-
Under Purchase Order Setup, click on Purchase Order Appearance.
-
Fill in the fields and don’t forget to click Update to save. See the sections below for more details regarding these fields.
Business Unit and Vendor
Headers give the ability for users to neatly fill and view the franchise and vendor records, where the franchise is the entity receiving PO and the vendor is the entity shipping PO.
The table below describes the fields under Business Unit and Vendor in Purchase Order Appearance:
# |
Section |
Name |
Description |
---|---|---|---|
1 |
Business Unit |
Billing Address |
The billing address of the receiving customer. |
2 |
Business Unit |
Mailing Address |
The mailing address of the receiving customer. |
3 |
Business Unit |
Company Name |
The name of the company sending the order. |
4 |
Business Unit |
Phone Number |
The phone number of the company sending the order. |
5 |
Business Unit |
Fax Number |
The fax number of the company sending the order. |
6 |
Business Unit |
Shipping Account |
The shipping account of the company sending the order. |
7 |
Vendor |
Address |
The address of the customer receiving the order. |
8 |
Vendor |
Company Name |
The name of the company receiving the order. |
9 |
Vendor |
Phone Number |
The phone number of the company receiving the order. |
10 |
Vendor |
Fax Number |
The fax number of the company receiving the order. |
Default Notes
This is the default value for the default notes printed with the PO order. On the side is a checkbox with an option to print these notes in a small font.
PO Disclaimer
This is the default value for the PO disclaimer relating to the order.
Printing Options
The Printing Options relate to how users would like to customize their labels for their PO orders.
The table below describes the fields under Printing Options in Purchase Order Appearance:
# |
Section |
Name |
Description |
---|---|---|---|
1 |
Printing Options |
Tax Reference |
The tax reference number of the vendor. |
2 |
Printing Options |
Payment Terms |
The payment terms of the vendor. |
3 |
Printing Options |
Recalculate Due Date When Shipped |
Recalculates the arrival date of the order when shipped. |
4 |
Printing Options |
Header background |
The color of the header background. |
5 |
Printing Options |
Line color |
The color of the line. |
6 |
Printing Options |
Show Business Unit Billing Address |
The option to show the business unit’s billing address on the order. |
7 |
Printing Options |
Show Business Unit Shipping Address |
The option to show the business unit’s shipping address on the order. |
8 |
Printing Options |
Show Vendor Address |
The option to show the vendor’s address on the order. |
9 |
Printing Options |
Show Signature Line (Client) |
The option to show the signature line for the client to sign on on the order. |
10 |
Printing Options |
Show Notes |
The option to show the notes included on the order. |
11 |
Printing Options |
Show PO Number |
The option to show the PO Number on the order. |
12 |
Printing Options |
Use Internal PO Number |
The option to show the Internal PO Number on the order. |
13 |
Printing Options |
Use External PO Number |
The reference number collected from the vendor. |
14 |
Printing Options |
Show Shipping F.O.B. |
This will appear below the existing information under the supplier's section. |
15 |
Printing Options |
Use Shipping Reference |
This will appear below the existing information under the supplier's section. |
16 |
Printing Options |
Show Shipping Account |
This will appear below the existing information under the supplier's section. |
17 |
Printing Options |
Show Shipping Method |
This will appear below the existing information under the supplier's section. |
Custom Captions
The Custom Captions relate to how users would like their captions and information to be for their PO orders.
The table below describes the fields under Custom Captions in Purchase Order Appearance:
# |
Section |
Name |
Description |
---|---|---|---|
1 |
Custom Captions |
Purchase Order |
The title of the purchase order. |
2 |
Custom Captions |
PO Internal |
The Internal PO of the order. |
3 |
Custom Captions |
PO external |
The External PO of the order. |
4 |
Custom Captions |
Vendor |
The Vendor of the order. |
5 |
Custom Captions |
Bill To |
Shows who the order is billed to on the order. |
6 |
Custom Captions |
Ship To |
Shows who the order is shipped to on the order. |
7 |
Custom Captions |
Ordered By |
Shows who the order is ordered by on the order. |
8 |
Custom Captions |
Payment Terms |
Shows the payment terms on the order. |
9 |
Custom Captions |
Date Ordered |
The date the order was placed. |
10 |
Custom Captions |
Date Shipped |
The date the order was shipped. |
11 |
Custom Captions |
Date Due |
The due date for the order. |
12 |
Custom Captions |
Shipping Account |
The Shipping Account for the order. |
13 |
Custom Captions |
Shipping Ref |
The Shipping Reference for the order. |
14 |
Custom Captions |
Shipping F.O.B. |
The Shipping F.O.B for the order. |
15 |
Custom Captions |
Shipping Method |
The Shipping Method for the order. |
Print Out Example
Below is an example of what a print out looks like with all the information filled in:
Note: Only single-appearance template is available for the purchase orders at the time (though other appearance templates such as invoices and quotes can have multiple templates).
Purchase Order Taxes
Vonigo provides users with taxation rules for purchase orders. To enable the Purchase Order Taxes feature, please contact your Vonigo Customer Success team.