Purchase Orders – Add Products


Overview

Sellercloud lets you manage Purchase Order details in different places in the system. This helps you update purchasing information quickly, without opening each Purchase Order separately.

To learn more about managing Purchase Orders in Sellercloud, refer to Managing POs and Managing POs: Advanced Functions articles.


Add Products to a PO

Sellercloud lets you fill a Purchase Order with products during PO’s creation, or later on. You can add products by individual quantities, or case packed quantities.

From Purchase Order

This is the most common way to pack a PO with items. Usually, the system automatically forwards you to this step when creating a new PO.

  1. Go to Purchasing > Manage POs.
  2. Select the Purchase Order you want to add products to.
  3. Click Toolbox, and select Items.
  4. In the upper right of the PO’s page, click the Edit button.
  5. On the Items panel, click the plus icon.Add New Products to PO
  6. In the Add Products dialog box that appears, use the top filters or the search function to find the requested product. Alternatively, click the Add New Product button to create a new product. When the appropriate product appears in the list, select the relevant checkbox.
  7. Also, you can add products through their respective SKU numbers. To do that, switch the SKU List Mode on.SKU List Mode switch
  8. Enter the quantity for each product selected. You can manage those quantities individually, for each product item, or per a case-packed product with multiple units.

    To learn more about purchasing by case, refer to the Order Case-Packed Products header below.

  9. Click Add & Close. The products selected are added to the PO details.
  10. To append multiple products to PO details, use the file upload function. To upload the products list, click the Upload Products icon.Upload products in bulk to po
  11. In the upper right, click the Save button to update a PO.

From Product Page via Quick Add Option

Alternatively, you can add a product to a PO from the respective product page by following the path below.

Catalog > Manage Catalog > Product > Toolbox > Purchasing > Quick Add to PO.

Quick Add to PO

From Manage Inventory Page

If you need to add multiple products to a PO at a time, follow the path below.

Inventory > Manage Inventory > Select products > Actions >Add to PO.

Multiple Products Add to PO

In addition, you can add products to a PO by moving them from different POs. For details, refer to Add Products from Another PO.


Add Kits to a PO

Similar to purchasing products separately, you can purchase a Kit of products by adding a whole Kit Parent to a PO, which will split into components after a PO is received. To learn more on how to split a PO, refer to Split a PO.

The procedure of adding a Kit to a PO is the same as adding individual products. Just search for the requested Kit when adding items to a PO. Once selected, click Continue. Then, indicate the components that you want to add to a PO. If you want to order all the Kit’s components, select the upper the Select All checkbox.

Add Splitted Items to PO

If there are multiple items in the Kit, each one will display in the grid, and the order quantity will be attributed to the parent. This means if you entered 10, each component will have an order quantity of 10.

Otherwise, if there is only one item in the Kit with multiple quantity, like a pack of 4, the component will display in the grid with the kit quantity. This means if you ordered 1 parent, the component will display with a quantity of 4.

Define the Cost Ratio for Kit Products added to a PO

To trigger a cost update for each product added to a PO via kit, the related kit has to be Independent and its quantity disassembled. This will split the kit cost to the components eventually. If you want to split the cost with a different ratio, set the relevant ratio value before disassembling the kit. To do that:

  1. Access Inventory > Manage Inventory.
  2. Open the Kit SKU you want to change the components’ Cost Ratio for.
  3. Click Toolbox, and select Kit.
  4. In the upper right, click Edit.
  5. Set the requested Cost Ratio parameter in the Components panel.Cost Ratio of kits components
  6. Save the changes.

Order Case-Packed Products

When you need to purchase all the components from a specific Kit, it is better to add the relevant Kit Parent to a PO, and then split that Kit into individual products. Likewise, when a vendor sells a product as a case, and you want to sell its components as individual products, use the Case option to add products to a PO. To do that, you need to switch to the Case Mode before adding products to a PO.

  1. To switch to the Case Mode, click the Case option.Case icon in PO
  2. On the Items/Products panel, click the plus icon, and search for the requested products.
  3. When the Price and Quantity per each case are indicated, click Add & Close.

    Case price and qty

To learn more about how to purchase products by case and then sell them apart, refer to Understanding Quantities on POs.


Manage Product Purchasing Data

Once a product is added to a PO, the relevant price and discount amounts are automatically added. To manage that data, go to the product’s page, and select Purchasing from the Toolbox. After clicking Edit, correct the prices, and Save. This will not change the previously created Purchase Orders, but will impact future POs when you select the products from a catalog.

Purchasing TabVendor pricing and promotions can be set to automatically default to the correct price and discount when adding a product to a PO. Learn more about Vendor Promotions.

Once you’ve added a product to be purchased from a particular vendor, you can also apply a specific vendor discount either to an individual PO, or to all POs of the selected vendor. To learn more about vendor discounts, refer to Applying Discounts to Purchase Orders.


View Product’s Purchasing History

To view a list of Purchase Orders a particular product has been added to, follow the steps below.

  1. Access Inventory > Manage Inventory.
  2. Select the product for which you want to display the purchasing history.
  3. Click Toolbox, and select Purchasing.
  4. Refer to the Purchase Orders panel.Product Purchasing History

Managing POs

In Sellercloud, you have complete control of every aspect of your PO. In this article, you will learn the many ways to add products and kits to a PO.

Check out these other articles about managing POs in Sellercloud:


Adding items to a PO

Check out this video tutorial about adding items to a PO.
  1. Select PO > Scroll to Order Items > Add Products.sellercloud po add order items
  2. Search for desired products > Add order quantities. Quantities and be added/modified after adding to PO as well.
    1. When more than 50 SKUs are in the PO, the Qty field will be closed. Press Edit next to each SKU to edit or use Upload Items to import a file. Be sure to check Overwrite existing items on the upload window.
  3. Click Add Selected Items > Finish! Close window.
    1. If the quantity added is greater than the product’s ReOrder Qty (ReOrder Qty > 0), the item row will be highlighted to alert user of possible mistake.

With the file upload, you can use either the ProductID or Vendor SKU field as the product identifier. If there is no vendor SKU, you can enter and save it to a specific item. The next time you add it to a PO, the vendor SKU will automatically appear. The vendor SKU will also print on the PO PDF file.

Vendor pricing and promotions can be set to automatically default to the correct price and discount when adding a product to a PO. Learn more about Vendor Promotions.

The history of an item’s POs can be viewed in the Purchase Order panel on the product’s main page.


Adding items based on inventory quantity and sales history

On the Inventory page, you can use the Advanced Search to show quantities for products.

  • Go to Inventory > Advanced Search tab > Mode field > Show Quantity for Products > Search

In this search mode, you can hover your mouse over the SKU to reveal the sales history of that SKU. If this item has shadow SKUs, click the > to expand the product and hover over the shadow SKU to reveal its sales history. This information can be used in deciding your order quantities and receiving warehouses.

  • Choose items > Select Action > Add to PO. You can create a new PO or choose an existing one > Add/Create Purchase order. sellercloud pos add product to po manage inventory

On a product’s Purchasing page, there are several fields available for managing inventory level. You can use Quick Add To PO to add the item to a PO.

  1. Select a product > Toolbox > Purchasing.
  2. Enter the Qty, Price and any Discount values > Select the PO. You can add the item to an existing PO or create a new one.
  3. Select a WarehouseAdd to PO. sellercloud product purchasing quick add to po

You can also add items from Unfillable Products.

  • Go to Inventory > Unfillable Products. Select your products > Select Action > Add to PO. Or, drag and drop the item from the grid into the purchase order cart. Then, click Edit Cart and set up on the following page.
Products can be marked as Discontinued from the product’s Toolbox > Purchasing. Discontinued products cannot be added to Purchase Orders and will not display results in Predictive Purchasing. On the inventory grid, discontinued products are displayed with a pink background.

Adding kits to a PO

Typically, retailers purchase individual components from vendors and create kits from those components. However, you do not need to add each component to the PO individually. Kit parents can be added to PO to quickly order kit components. This can be accomplished by splitting up the kit into individual components on the PO.

Splitting the kit

Splitting up the components into individual items on the PO – With this option, you can add the kit parent to the PO. After saving the kit parent, the components will display in the grid.
Several Client Settings must be selected to split a kit:
  • On the PO, check Auto Break Up Kit and save the PO. Or, enable Breakup kit components when adding Kit Parent to PO in Client Settings
  • Independent Kits need Breakup independent kit when adding Kit Parent to PO enabled in addition to the Auto Break Up Kit option

Add a kit to a PO

  1. Select a PO > Add Products.
  2. Search for and select the kit parent > Add order quantity.
  3. Press the Add to PO button. You will be prompted to confirm that the kit parent should break up into its components on the PO.
  4. Press Continue to Add to PO Close Window.

If there are multiple items in the kit, each one will display in the grid with the order quantity given to the parent. This means if you entered 10, each component will have an order quantity of 10.

If there is only one item in the kit with multiple quantity, like a pack of 4, the component will display in the grid with the kit quantity. This means if you ordered 1 parent, the component will display with a quantity of 4.

Selling the individual components in Sellercloud

Additionally, if the vendor sells the product as a kit, you can sell the components of the kit as individual products within Sellercloud. When creating the individual components as separate products, the inventory of the components will update when the kit is received. This can be accomplished by calculating the components’ quantity in the kit.

  • Calculating the components’ quantity in the kit – With this option, you can add the kit parent to the PO. It will save to the PO as the parent SKU. However, when receiving the the PO the inventory quantity of the components will update. To add the kit parent, follow the steps described in Add a kit to a PO.
To order the product by the case, but sell it individually only, read Understanding Quantities on POs.

Updating cost when ordering items as kits

If you’re ordering the item as a kit and would like the kit components cost to be updated accordingly, you must order the item as an independent kit and dis-assemble the kit quantity. This will split the kit cost to the components evenly.

If you would like to split the cost with a different ratio, this can be set on the kit before disassembling it:

  • Go to the kit’s product page > Toolbox Kit Properties  > Edit Cost Ratio. Set the cost ratio in percentages per component.sellercloud kits edit cost ratio

Transferring items to another PO

To transfer items from one PO to another:

  1. Select the items from the grid in the PO.
  2. Click Transfer to Other PO on the Action Menu.
  3. On following page, transfer to existing Po by entering PO number, or transfer to a new PO
You can not transfer all items in a PO. One item must remain on the original PO.

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