Purchase Orders

Creating a Purchase Order

Selecting a Vendor and important dates

1. Navigate to the purchase orders page by first expanding the "Inventory" tab on the navigation bar and then clicking on "Purchase Orders".
2. Click on the "New" button near the top.
3. Select the vendor that you will be sending this purchase order to. If you do not yet have any vendors setup head over to the vendors management section and add your vendors.
4. Optionally select the due date, created date, et al and then either click "Next" or "Done". Clicking either of these buttons will save the purchase order so can return and edit it later.
5. When clicking next you will be taken to the section where you can add items to the purchase order.

Adding line items

1. Click on the "New" button to add a new line item.
2. Select the item you would like to purchase by clicking on the "Item" input. Start typing to filter the list and when you see the ingredient that you would like to add click on it to select it.
3. Just selecting the item is enough to save the line item and move on, however you should probably fill out as many of the fields as possible so that the purchase order can be completed and sent to the vendor.
4. When you are done adding line items click either "Done" or "Next".

Adding other costs

It is often the case that you will need to pay for things like tax, freight, etc when you purchase your raw materials. In order to properly distribute these costs over the items on the purchase order, and hence accurately reflect your cost of goods sold, you can also add these other costs to the purchase order so that when you receive the inventory the price is accurate.

1. Click on the "New" button to add an "Other cost".
2. Add the name of the other cost and then input the cost for this item.
3. Now click on the "Cost distribution" input and select the items that you would like to distribute this cost to.
4. Next select the type of allocation you would like to apply to this cost. When using the weight or volume allocation types the items that are selected to distribute this cost to must have matching units. I.E. you cannot apply a weight allocation to items that have weight and volume units.
   1. Fixed - This will distribute this cost evenly across all selected items on the purchase order.
   2. Weight - This will distribute this cost across the selected items based on the weight of the items.
   3. Volume - This will distribute this cost across the selected items based on the volume of the items.
5. Click "Done" when you are done adding other costs.

Editing Purchase Orders

Editing purchase orders can be done in the same way as creating purchase orders. See the docs above.

Receiving Inventory

When the inventory has been received on site you can easily receive the inventory into the system.

1. Locate the purchase order that you would like to receive and click the "Receive" button.
2. You will be presented with a pared down version of the form used to create a purchase order that starts with the line items.
3. Complete all fields for each line item, ensuring that the price is filled out for each item.
   1. It is important to note that the price should be entered based on the price of selected "Quantity" and "Quantity Unit of Measure". I.E. if the quantity is 20 and the "Quantity Unit of Measure" is bag, you will want to enter the price per bag.
4. Click "Next " to move on to the other costs.
5. Add any new costs that you need to and ensure that all of the fields are filled out so that costs can be accurately added to your inventory when receiving it.
6. Click on "Receive" to receive the inventory.
7. Your inventory will now be available for use and visible on the "Raw Materials" page.