Managing Purchase Orders: Additional Functions

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Managing POs
In Sellercloud, you have complete control over every aspect of your PO and what you do with it. In this article, you will learn about performing advanced actions after initially creating or importing POs. This includes:

  • Creating custom columns
  • Approving and emailing POs
  • Splitting POs
  • Adding notes to a PO

To learn how to create, import, or receive POs, check out our article Managing POs.

Creating custom columns for POs

Custom columns can be created for your purchase orders. They act similarly to the custom columns on the product level. You can request them by sending a ticket to Sellercloud Support. Once enabled, the columns are easily accessed from Select Action when editing a PO.sellercloud pos custom columns

Each column is defined as a specific data type:

  • String— String is the most common, since it can handle any sort of text.
  • Integer— Will only accept a numerical value
  • Decimal— Accepts decimal values
  • DateTime— Provides a calendar for date selection
  • Boolean— Adds a checkbox to mark value as True/False.

Default value can be added to each column.


Applying PO defaults

You can set default information, statuses, and actions to be applied to purchase orders. These settings are available under Purchase Orders > Manage Defaults > Company. Show me where.

  • Default Company Name & Address— The default contact profile that appears in the PO PDF. If left blank, the regular company profile is used.
  • 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:
    • 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
If a default warehouse was selected here on the vendor’s profile, the Ship To warehouse will default to that warehouse. If there is an address on the warehouse, that address will be used.

Adding PO-related notes
Each Purchase order can contain Notes. This is an easy way to enter relevant PO information with a timestamp on it. PO notes can be added during PO creation or on a preexisting one.

  1. Select a PO > Go to Notes. Here, you can add or remove notes. They contain a log with date, time and user.
  2. Vendor Notes are displayed on the PO below Notes. Clicking Edit Notes will redirect you to the related vendor profile settings.

Notes can also be entered on product level and filled in when adding products on the purchase order. You must check Enable Notes for Purchase Items in the Client Settings. A notes field will appear for each item on the Purchase Order.


Emailing POs

Understanding email approval

In Sellercloud, you can require the approval of a PO before mailing it to a vendor. This is done by enabling Require PO to be approved before it can be emailed in the Client Settings. When approval is required, a notice will appear if you try to email an unapproved purchase order. When a purchase order is ready for approval:

  • Open the PO > Action Menu > Approve Purchase Order.
Users can be granted permission to approve POs in Employee Roles. (Show me where.)

Emailing a PO

Check out this short video tutorial.

Before emailing an approved PO, you must:

  1. Configure your settings to enable outgoing emails through Sellercloud.
    • Go to Settings > Company > Toolbox > Email Settings > SMTP Settings. After completing the credential information, click Test to send yourself an email with those credentials.
  2. Enter the vendor’s email address.

To email a PO, refer to the following instructions.

  1. Open the PO > Action Menu > Email Purchase Order.
  2. A message is required to email a purchase order. If you have an email template, choose it from the Email Template list to auto-populate the Message (see a sample PO template).sellercloud email a po
  3. The attached purchase order is sent in the PO’s default file format.
  4. The Sender’s address defaults to the user sending the email. This can be edited by deleting and entering a new email address.
  5. Click Send PO via Email.
You can set different PO formats for each vendor based on their requirements: In the vendor > Dropship Preferences > Choose any format from the PO Export Format menu. If you choose Custom, a second menu appears with a list of plugins available on the server (generic PO export plugins are available). Show me where.
You can always set up a scheduled task to automatically email the vendor with unreceived items from open POs. Learn more about scheduled tasks.

Splitting a PO
Splitting a PO is extremely helpful if you’re receiving a larger order. To split a PO:

  1. Select a PO > Select Action > Split PO.
  2. Next, enter a quantity to split for each SKU > Select items > Split PO.
    1. A new PO with the split Items will be created with a link to original PO.

Discontinuing products

Products that are no longer available from the vendor or products that you no longer want to order can be discontinued in Sellercloud. Discontinued products cannot be added to POs and will not display results in Predictive Purchasing.

On the inventory grid, discontinued products are displayed with a pink background. When a product is marked as Discontinued, QtySold is not calculated and QtySold fields will show N/A.

 

To mark a product as discontinued:

  1. Open a product > Toolbox > Purchasing.
  2. Check Discontinued > Save.

Related Client Settings

  • Do not allow to make product inactive or discontinued if has inventory— Prevent products with existing inventory in Sellercloud to be marked as discontinued.
  • Consider Kit parent Discontinued if Kit child is discontinued, in ManageInventory Grid— Shows the kit parent in pink color if any of the kit children is discontinued.
To discontinue products in bulk, use the column IsEndOfLife which takes values of True or False. If the column is not visible in the export, contact Sellercloud Support to enable it.

Managing POs

In Sellercloud, you have complete control over every aspect of your PO and what you do with it. In this article, you will learn about performing advanced actions after initially creating or importing POs. This includes:

  • Creating custom columns
  • Approving and emailing POs
  • Splitting POs
  • Adding notes to a PO

To learn how to create, import, or receive POs, check out our article Managing POs.


Creating custom columns for POs

Custom columns can be created for your purchase orders. They act similarly to the custom columns on the product level. You can request them by sending a ticket to Sellercloud Support. Once enabled, the columns are easily accessed from Actions when editing a PO.sellercloud manage custom columns po

Each column is defined as a specific data type:

  • String— String is the most common, since it can handle any sort of text.
  • Integer— Will only accept a numerical value
  • Decimal— Accepts decimal values
  • DateTime— Provides a calendar for date selection
  • Boolean— Adds a checkbox to mark value as True/False.

Default value can be added to each column.


Each Purchase order can contain notes. This is an easy way to enter relevant PO information with a timestamp on it. PO notes can be added during PO creation or on a preexisting one.

  1. Select a PO > Click Notes.
  2. Here, you can add Purchase Notes and Vendor Notes.sellercloud po notes
Notes can also be entered on the product level and filled in when adding products on the purchase order. You must check Enable Notes for Purchase Items in the Client Settings. A notes field will appear for each item on the Purchase Order.

Approving and emailing a PO

In Sellercloud, you can require the approval of a PO before mailing it to a vendor. This is done by enabling Require PO To Be Approved Before It Can Be Emailed in the Client Settings. When approval is required, a notice will appear if you try to email an unapproved purchase order. When a purchase order is ready for approval:

  • Open the PO > Action menu > Approve Purchase Order.
Users can be granted permission to approve POs in Employee Roles.

Emailing a PO

  1. Select a PO > Actions > Send PO via Email.
  2. In General, enter the Vendor EmailSubjectSender Name, and Sender Email. You can also choose an email template.sellercloud managing pos send po via email
  3. Enter a Message, unless you’re using an email template > Send.

Splitting a PO

Splitting a PO is extremely helpful if you’re receiving a larger order. To split a PO:

  1. Select a PO > Actions > Split PO.
  2. Enter the Qty to Split > Split PO.

Discontinuing products

Products that are no longer available from the vendor or products that you no longer want to order can be discontinued in Sellercloud. Discontinued products cannot be added to POs and will not display results in Predictive Purchasing.

On the inventory grid, discontinued products are displayed with a pink background. When a product is marked as Discontinued, two things will happen in Sellercloud calculations:
  • We do not calculate the QtySold
  • We show N/A for all QtySold fields

To mark a product as discontinued:

  1. Open a product > Toolbox > Purchasing.
  2. Go to the General panel > Check Discontinued > Save.sellercloud discontinue product
  • Do not allow to make product inactive or discontinued if has inventory— Prevent products with existing inventory in Sellercloud to be marked as discontinued.
  • Consider Kit parent Discontinued if Kit child is discontinued, in ManageInventory Grid— Shows the kit parent in pink color if any of the kit children is discontinued.
To discontinue products in bulk, use the column IsEndOfLife which takes values of True or False. If the column is not visible in the export, contact Sellercloud Support to enable it.

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