Purchase Order – Additional Functionalities

Overview

Along with common purchasing management operations, Sellercloud supports advanced functionalities that allow you to monitor each individual aspect of your purchases. To learn more about how to create, import, or receive POs, refer to Managing Purchase Orders.

Modify a PO

If you need to correct general information for a Purchase Order, open it from the Manage POs page and click the Edit option in the upper-righthand corner of the selected PO. When modified, click the Save option, which appears instead of the Edit one.

To modify product information for a Purchase Order, open the PO, select Items from the Toolbox, press Edit, make the appropriate changes, and press Save.

Delete a PO

If created in error, you can delete a single Purchase Order or bulk select several POs for deletion.

To remove a single Purchase Order, select the Delete PO option from the Actions menu on the PO details page.

To remove multiple Purchase Orders, select all the requested POs in the Manage POs grid, and then select the Delete option, from the Actions menu in the bottom-right corner of the Manage POs page.

Discontinue a Product

Products that are no longer available from the vendor, or products that you no longer want to order can be discontinued in Sellercloud.

Neither Discontinued, nor Inactive products can be added to Purchase Orders. These products will not display results in Predictive Purchasing.

To mark a product as discontinued, follow the steps below.

1. Go to Inventory > Manage Inventory.
2.  Open the appropriate product.
3. From the Toolbox, select Purchasing.
4. Go to the General panel and select the Discontinued checkbox.
5. Save the changes.
   
6. To discontinue products in bulk, use the column IsEndOfLife when updating product info via file import. Use the True and False values.

PO Defaults

You can set default information, statuses, and actions to be applied to purchase orders. These settings are available under Purchasing > PO Defaults > Select Company.

1. Company — Selected company.
2. Default Company Address — The default contact profile that appears in the PO PDF. If left blank, the regular company profile is used.
3. Default Billing Address — The default billing profile that appears in the PO PDF. If left blank, the regular company profile is used.
4. Additional Options — Emails can be auto-sent when a PO is changed. For example, it gets received. An email template must be created and selected on the PO Received and/or PO Changed template assignment. Choose from the following settings and refer to their definitions below:
   • Send email to purchaser when PO changes 
   • Send email to PO Creator when PO changes
   • Also send email to these email addresses
   • PO Default Status— The status of a PO when it is created: Saved, Ordered, Pending.
   • Mark PO as Approved by Default— For clients who require POs to be approved before emailing, this setting sets the default to approved. Manually unapproving can be done from the PO action menu.
   • Include Logo in PDF— Will include the logo of the company on the PDF.

Add Custom Columns to PO

You can customize more columns for your Purchase Orders by submitting a request to the Sellercloud Support Team. Once approved, you can adjust the columns as follows.

1. Go to Purchasing > Manage POs.
2. Select the appropriate Purchase Order.
3. From the Actions menu, select Manage Custom Columns.

Each column is defined as a specific data type. Default value can be set for each column.

Add a Note to PO

You can place any additional information related to a Purchase Order into a Note which can be added at different levels: for each PO item line, on the product level, and on the PO level. To add a PO-level note, follow the steps described below.

1. Go to Purchasing > Manage POs.
2. Select the appropriate Purchase Order.
3. In the upper right, click the Notes button.
4. Specify whether you want to add a vendor or PO-related note. Once selected, the previously added notes will be filtered accordingly.
5. In the Add a note text box, enter a new message, and click the arrow icon.
6. Vendor-related notes will appear for both the Vendor and the Purchase Order you have add that note to.
7. The note lets you know a note has been left on the PO and the time it was saved.

Split a PO

Splitting a PO is helpful if you receive an order with a large number of items. To activate the Split PO option, you have to configure the following Client Settings first:

• Breakup kit components when adding Kit Parent to PO 
• Breakup independent kit when adding Kit Parent to PO

To split a particular Purchase Order, follow the steps below.

1. Go to Purchasing > Manage POs.
2. Select the appropriate Purchase Order.
3. In the upper right, click Actions, and select Split PO.
4. Select the SKUs to split.
5. Enter the quantities to split.
6. Click Split Purchase Order.
7. Once processed, a new PO page appears.

Add Products from Another PO

In Sellercloud, you can move products to different Purchase Orders.

1. Access Purchasing > Manage POs.
2. Open the PO you want to move the products from.
3. From the Toolbox, select Items.
4. Select the products to be moved.
5. Click on the three dots, and select the Transfer to other PO option.
6. Indicate whether you want to transfer items to a new Purchase Order or to an existing one.
7. Click Transfer.

Related Client Settings

The following client settings allow you to customize some PO functionalities: