QuickTouch: Purchase Orders
- Ceili Solliday
- Elisa Madigan (Unlicensed)
The following purchase order functionality is available in the Vendor Management section of QuickTouch:
Create/Edit Purchase Order
Purchase Orders allows you to create a reorder report for a particular vendor, make any changes to it, print, and save it. When the inventory is received, you can then post the entire purchase order to your inventory, rather than having to restock each item individually.
From the Main Menu, select Inventory & Service Management, Vendor Management, then Create/Edit Purchase Order.
Vendor Selection for PO
A list of your available vendors will be displayed for selection to create or edit a purchase order for.
The displayed “Page 1 of X” indicator tells you if there is more than one page of vendors. You can use the “Forward” and “Back” buttons to scroll through the pages.
After selecting a vendor, you will be prompted if you wish to reset any negative inventory numbers to 0 – Choose Yes or No. If there are any outstanding purchase orders, you can select one to edit if needed. If no purchase orders exist for the selected vendor, you will be prompted to create one. At this point the purchase order is created as shown in next screenshot.
Purchase Order Page
For each inventory item assigned to the vendor, the purchase order page will display Item Number, Description, Cost, On-Hand Amount, and the Suggested Order Quantity in Cartons details.
You can edit the cost and order quantity fields here as needed. If you don’t wish to reorder a certain part, just put a 0 in the Actual Order Cartons field.
If there are multiple pages of items, use the “Forward” and “Back” buttons to scroll through the list to ensure the purchase order is accurate.
Once complete, click OK or Print to save the purchase order and assign a PO#. Pressing Cancel will discard the PO. If a PO is cancelled in error, it must be recreated.
After saving the PO, you can return to this screen to edit it as needed (for example, if an item is on backorder). If the PO is no longer valid or needed, click the the green DELETE button at the top of the screen.
Post Purchase Order
After submitting a PO to the vendor, you will receive a shipment of items that need to be received into your shop’s inventory. When the order arrives, you are ready to post your purchase order. Posting the PO allows you to receive the entire order at one time, rather than having to restock each item individually.
To post a purchase order, from the Main Menu select Inventory & Service Management, Vendor Management, then Post Purchase Order.
A list of your available vendors will be displayed. The “Page 1 of X” indicator tells you if there is more than one page of vendors. Use the “Forward” and “Back” buttons to scroll through the pages to locate a specific vendor.
Choose the vendor the order was received from. If there are any outstanding Purchase Orders for this vendor, select the appropriate one. If no Purchase Orders exist, you will be notified. After selecting a purchase order to post, the Post Purchase Order page will be displayed.
You can edit the cost and received quantity fields as needed in the Post Purchase Order page. If a particular item was not shipped, enter 0 in the Received Cartons field, or if the quantity is different than what was ordered, enter the amount received here.
If there are multiple pages of items, use the “Forward” and “Back” buttons to scroll through the list to ensure all cost and received quantity details are accurate.
When finished, press OK at the top of the screen then Yes in the popup window asking for confirmation to post the Purchase Order. All of the items from the order will be restocked into your inventory automatically.
After posting the PO, you will be asked if you want to print an inventory restocking report - select Yes or No. This report can be generated and reprinted at any time in the Inventory Reporting section of QuickTouch.
Restore Purchase Order
After restocking inventory from your purchase order, you may find that an item was not shipped and now your inventory is off. With the Restore Purchase Order feature you are able to restore a posted purchase order just as you would an invoice to correct a mistake.
To restore a purchase order, from the Main Menu select Inventory & Service Management, Vendor Management, then Restore Purchase Order.
You will be prompted to enter your code and password to restore a purchase order. If this is your first time using this feature, you may need to allow your security group to have access to restore purchase orders. See Security Group Maintenance for more information.
After entering your code and password, the purchase orders that were posted today will be displayed. You may only restore a purchase order the same day it was posted. If you receive a message saying, “Error No Recently Posted PO’s Found,” it indicates no purchase orders are available to be restored.
After selecting the purchase order to restore, you will be asked if you want to restore this purchase order.
If you choose “No” it will take you back to the selection screen to pick a different purchase order to restore.
If you choose “Yes,” the system will restore the purchase order and bring you to the “Post Purchase Order” screen. You can then make any necessary changes and repost the purchase order.
Reprint Purchase Order
The Reprint Purchase Order feature allows you to reprint old purchase orders that have been posted and display any revisions that have been made to a purchase order.
To reprint a purchase order, from the Main Menu select Inventory & Service Management, Vendor Management, then Reprint Purchase Order.
You will be prompted to select the vendor from which you wish to reprint a PO. After selecting a vendor, the list of purchase orders that have been posted will be displayed.
When a purchase order is selected, you will be prompted to reprint the PO. “Yes” will reprint the purchase order and “No” will not reprint the purchase order. Selecting either option will return you back to the Reprint PO screen.
