Managing POs

Click here for information related to Sellercloud’s original interface.
Using POs in Sellercloud
Sellercloud has an advanced purchase order system to help you effectively manage vendor orders, receive inventory, and track product costs. When you receive POs, they are added to your inventory to create an efficient inventory management system.In Sellercloud, you can perform various basic and advanced functions related to your POs. Purchase orders can be created from scratch or imported directly into your Sellercloud account. Once all the basic information is there, you can perform actions such as:

  • Split POs
  • Add individual items and kits
  • Apply payments and discounts
  • Email POs to vendors
  • Update shipping information

To learn about other PO functions available in Sellercloud, check out Managing POs: Additional Functions.

Navigating the Purchase Orders page
Purchase orders can be searched for, viewed, and managed in bulk from the Purchase Orders page. Here, you’ll see a grid with all your POs and specific information about them in each column. To access this page:

  • Click Inventory > Purchasing.

sellercloud inventory purchasing manage pos

You can narrow your PO search using the many available filters in the Search. sellercloud purchasing inventory advanced search

Using the Select Action dropdown in the top right corner, you can perform various actions to multiple POs at once. Simply select your POs, choose an action, and click Go. sellercloud inventory purchasing manage pos in bulk


Creating a PO

Check out this video tutorial about creating POs in Sellercloud.
  1. Click Inventory > Purchasing > New Purchase Order.
  2. Select company, PO Type, and Vendor. You can also select a Vendor and add other optional information. PO types include:
    • Purchase Order when ordering from Vendor
    • Credit Memo when returning item to vendor
    • Vendor Offer when logging offers from vendors without actually buying them.
  3. Click Save. The PO will be created and open to the PO page.
  4. You can select a Receiving Warehouse from the dropdown. If a warehouse has been selected on the vendor’s profile, it will default to that warehouse.
  5. Enter an address. If a warehouse has been selected on the vendor’s profile, it will default to address of that warehouse. Alternatively, select one from the Address drop-down.
    1. To add an address to the drop-down, click the Manage Address Book button. You can set an address entry to be the default address for a PO. However, a warehouse set on the vendor profile will override the default address for PO.

You can also add some other information to your POs:

  • A description
  • A note
  • A memo— The Memo note for the vendor will print on the PO
  • An Expected Delivery Date and Cancel By Date— These are for reference only, and will not affect the statues of the PO. The Cancel By Date will print out on the PO PDF if there is date entered
  • Shipping Instructions
You can log offers from vendors without actually buying them by creating a purchase order and selecting Vendor Offer as purchase order type.

Importing a PO
Purchase orders can be bulk-imported using the PO Import template. You can even import an old purchase order that was already received by logging the date of receiving.

If you want to import a PO without using the Sellercloud template, Sellercloud developers can customize a PO import plugin to your requirements. Contact Support for more information.
  1. Go to Inventory > Purchasing > Import POs.
  2. Click Download Template. See an explanation of its fields below.
    1. Enter each product on a separate row. Each row must have PO information, including PO Number, PO Date, etc.
    2. Complete the template > Save the file.
  3. Return to Sellercloud > Choose a Company > Choose File > Import Purchase Orders.
    1. If importing with a plugin, select the Plugin > Import Purchase Orders.

The template columns correspond to the fields on the Purchase Orders page. All columns must be on the PO to successfully import, but not all columns require a value.

COLUMNS DESCRIPTIONS
 PONumber Purchase order number in your system.

This can be overridden to create a new Sellercloud PO number by checking the Create New PO Numbers box on the Import POs page before importing.

In order to see the Create New PO Numbers box, you must enable Allow to Re-use PO ID in PO Import File in the Client Settings first.
 Description (optional) Text reference field.
 Vendor Vendor name. Can match existing vendor or will create new vendor.
 Payment Term (optional) Payment term with your vendor. Must match existing term.
Vendor Invoice Number (optional but helpful) Purchase order number in your vendor’s system. Often used for accounting.
 Memo (optional) For reference and instructions.
 PODate Date of PO creation.
 IsApproved TRUE or FALSE.

Relevant when requiring POs to be approved before emailing to vendor using the Client Setting Require PO to be approved before it can be  emailed.

 ShipToName
 ShipToAddress
 ShipToCity
 ShipToState
 ShipToCountry
 ShipToZipCode
 ShippingInstructions
 ProductID  ProductID must be in the Catalog before importing.
 ItemName  Product name.
 UnitPrice  Vendor price. The amount vendor is charging for purchase of item.
 Discount
 AdjustedUnitPrice
 QuantityOrdered Qty of units ordered.
 QuantityReceived Qty of units received.
 QuantityReceivedOn Date the shipment was received. If nothing is entered, the date will default to date of import.
 DontCountInventory If set to TRUE, no inventory calculating will be done when creating and receiving the PO. Inventory can be calculated later from the Action Menu on the Manage Inventory page. This can speed up the import.
 CaseQtyOrdered  Enter value when ordering by case. Read more about Case Qty on PO here.
 CostPerCase  Enter value when ordering by case. Read more about Case Qty on PO here.

Receiving POs

Check out this video tutorial about Receiving Purchase Orders.

Purchase orders can be received in Sellercloud or in ReceiveBridge, Sellercloud’s PO and RMA desktop receiving application. To receive a PO in Sellercloud:

  1. Go to Inventory > Purchasing > Scan the PO bar code, enter the PO number, or search and select PO.
  2. After opening the PO, you have two receiving options in the Action Menu:
    1. Receive Shipment— Lets you verify individual items and quantity. You must enter the quantity received and inventory is updated instantly
    2. Receive Whole PO— Accepts the PO as complete without verification. A request will be entered into the job queue and Inventory will be updated

Each SKU has its own warehouse selection menu, so you can receive each item into its designated warehouse. The SKUs’ receiving session will be tracked by the user who received it.

By default, you cannot receive quantities that are higher than what was ordered. To allow over receiving, open the Client Settings and enable Allow to Over Receive Purchase Order.

You can also bulk-receive shipments with a file upload:

  1. Choose POs > Select Action > Receive PO.
  2. Download the template. Enter the Product ID and receiving quantities into the columns > Save the file.
  3. Return to Sellercloud > Choose File > Select the File Type > Upload Receiving.
Sometimes you may want to receive a PO without updating the inventory on the SKUs. In order to do this enable Allow to ignore inventory in purchase order in the Client Settings. When enabled, you can select Disable Inventory Count from the Action menu on the PO.

Learn how to use ReceiveBridge for POs and RMAs.

Un-receiving a PO
To edit or undo receiving a PO:

  1. Open a PO’s Receive Shipment page > Select Action > Edit Receiving.
  2. Enter a new quantity > Update.
    1. If you are changing the status to Not Received, enter a zero quantity > Update. The status of the Purchase Order will revert to Not Received.

Closing a partially received PO

Sometimes a vendor will not be able to fill a PO completely and may never ship the full quantity ordered. In that case, you want to close the purchase order so that the unfilled items/units are not stored in the system as being OnOrder.

Instead of revising the ordered quantity to match the receiving quantity, closing the PO will update it with a Fully Received status and remove the quantity on order.
  1. On the PO detail page > Select Action > Close PO. The status will update as Fully Received.
  2. On the product’s Purchasing page, the On Order quantity will automatically update to zero.

Deleting a PO
Purchase orders can be deleted the Purchase Orders page or on an individual PO. To delete from the Purchase Orders page:

  • Check the PO in the grid> Select Action > Delete PO > GO. A job will enter the queue to delete the purchase order

To delete the PO from its details page:

  • Select a PO > Select Action > Delete whole PO
A purchase order cannot be deleted when:
  1. The PO is partially or fully received.
  2. The PO is linked to a dropshipped order. The PO will not be able to be deleted until the order is set to a dropshipped = None status.

Check out this video about Sellercloud’s Purchasing feature!

Using POs in Sellercloud

Sellercloud has an advanced purchase order system to help you effectively manage vendor orders, receive inventory, and track product costs. When you receive POs, they are added to your inventory to create an efficient inventory management system. In Sellercloud, you can perform various basic and advanced functions related to your POs. Purchase orders can be created from scratch or imported directly into your Sellercloud account. Once all the basic information is there, you can perform actions such as:

  • Receive POs
  • Split POs
  • Add individual items and kits
  • Apply payments and discounts
  • Email POs to vendors
  • Update shipping information

To learn about other PO functions available in Sellercloud, check out Managing POs: Additional Functions.

You can manage POs in bulk from the Manage POs page. Here, you’ll see a grid with all your POs and specific information about them in each column. To access this page:

  • Click Purchasing > Manage POs.

sellercloud manage pos page

These columns are customizable. Simply use the vertical ellipses in the top right corner to Customize Columns. A new window allows you to drag columns into your desired order or add new columns. sellercloud manage pos customize columns

You can search for POs using the Default filters. Or, you can add Custom filters to further narrow your search results. sellercloud manage pos default and custom filters search

Using the green action icon in the bottom right corner lets you perform various functions to multiple POs at once. Simply select your POs and choose an action from the dropdown menu. sellercloud manage pos action icon bulk po management

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.

Creating a PO

  1. Go to Purchasing > Create New Purchase Order.
  2. Select your Company, Vendor, and Expected Delivery. These fields are required. sellercloud delta create a new purchase order
    1. If you have a Receiving Warehouse setup under a vendor, this will automatically populate the field.
  3. Once you’ve filled out General information, go to Products.
  4. Now, simply add your products to the PO. In the new window, you can search for item’s by SKU or using filters.
  5. Go to Address and complete the Billing Address and Ship To information.
  6. When complete, click the green flag icon. sellercloud delta create a po shipping and billing information
You can log offers from vendors without actually buying them by creating a purchase order and selecting Vendor Offer as purchase order type.

Importing a PO

You can use a bulk update file to import preexisting POs into Sellercloud. If you want to import a PO without using the Sellercloud template, Sellercloud developers can customize a PO import plugin to your requirements. Contact Support for more information.

  1. Go to Purchasing > Tools > Import Purchase Info.
  2. If you need to create a template, you can download one and populate the fields.sellercloud import pos template
  3. Next, save your file and return to Sellercloud.
  4. Select a Company from the Update Products For Company dropdown.
  5. If you’re importing through a plugin, click Select Plugin.
  6. Finally, Click to upload file > Import.

The template columns correspond to the fields on the Manage POs page. All columns must be on the PO to successfully import, but not all columns require a value.

Click here to view descriptions for each column.
COLUMNS DESCRIPTIONS
 PONumber Purchase order number in your system.

This can be overridden to create a new Sellercloud PO number by checking the Create New PO Numbers box on the Import POs page before importing.

In order to see the Create New PO Numbers box, you must enable Allow to Re-use PO ID in PO Import File in the Client Settings first.
 Description (optional) Text reference field.
 Vendor Vendor name. Can match existing vendor or will create new vendor.
 Payment Term (optional) Payment term with your vendor. Must match existing term.
Vendor Invoice Number (optional but helpful) Purchase order number in your vendor’s system. Often used for accounting.
 Memo (optional) For reference and instructions.
 PODate Date of PO creation.
 IsApproved TRUE or FALSE.

Relevant when requiring POs to be approved before emailing to vendor using the Client Setting Require PO to be approved before it can be  emailed.

 ShipToName
 ShipToAddress
 ShipToCity
 ShipToState
 ShipToCountry
 ShipToZipCode
 ShippingInstructions
 ProductID  ProductID must be in the Catalog before importing.
 ItemName  Product name.
 UnitPrice  Vendor price. The amount vendor is charging for purchase of item.
 Discount
 AdjustedUnitPrice
 QuantityOrdered Qty of units ordered.
 QuantityReceived Qty of units received.
 QuantityReceivedOn Date the shipment was received. If nothing is entered, the date will default to date of import.
 DontCountInventory If set to TRUE, no inventory calculating will be done when creating and receiving the PO. Inventory can be calculated later from the Action Menu on the Manage Inventory page. This can speed up the import.
 CaseQtyOrdered  Enter value when ordering by case. Read more about Case Qty on PO here.
 CostPerCase  Enter value when ordering by case. Read more about Case Qty on PO here.

Receiving a PO

Purchase orders can be received in Sellercloud or in ReceiveBridge, Sellercloud’s PO and RMA desktop receiving application. To receive a PO in Sellercloud:

  1. Go to Manage POs > Select a PO.
  2. After opening the PO, you have two receiving options in the Action Menu:
    1. Receive Shipment— Lets you verify individual items and quantity. You must enter the quantity received and inventory is updated instantly
    2. Receive Whole PO— Accepts the PO as complete without verification. A request will be entered into the job queue and Inventory will be updated

Each SKU has its own warehouse selection menu, so you can receive each item into its designated warehouse. The SKUs’ receiving session will be tracked by the user who received it.

By default, you cannot receive quantities that are higher than what was ordered. To allow over receiving, open the Client Settings and enable Allow to Over Receive Purchase Order.

Sometimes you may want to receive a PO without updating the inventory on the SKUs. In order to do this enable Allow to ignore inventory in purchase order in the Client Settings. When enabled, you can select Disable Inventory Count from the Action menu on the PO.

Learn how to use ReceiveBridge for POs and RMAs.

You can also bulk-receive shipments using a bulk update.

Unreceiving a PO

To edit or undo receiving a PO:

  1. Open a PO > Toolbox > Receiving > Edit.
  2. Go to Receiving Sessions > Use the vertical ellipses to Delete Receivings.sellercloud unreceive po
  3. Or, go to Manage POs > Select POs > Action icon > Unreceive Selected.

Closing a partially received PO

Sometimes a vendor will not be able to fill a PO completely and may never ship the full quantity ordered. In that case, you want to close the purchase order so that the unfilled items/units are not stored in the system as being OnOrder.

Instead of revising the ordered quantity to match the receiving quantity, closing the PO will update it with a Fully Received status and remove the quantity.
  1. On the PO detail page, click Actions > Close. The status will update as Fully Received.
  2. On the product’s Purchasing page, the Qty On Order will automatically update to zero.sellercloud qty on order purchasing

Deleting a PO

Purchase orders can be deleted the Manage POs page or on an individual PO. To delete from the Manage POs page:

  • Select POs > Action icon > Delete > Yes. A job will enter the queue to delete the purchase order

To delete the PO from its details page:

  • Open a PO > Actions > Delete PO Yes
A purchase order cannot be deleted when:
  • The PO is partially or fully received.
  • The PO is linked to a dropshipped order. The PO will not be able to be deleted until the order is set to a dropshipped = None status.

 

Was this article helpful?

Related Articles