Creating and Editing a Purchase Order
To create a new PO, go to Inventory > Purchase Orders and click the +New PO button on the left side of the screen. The button will open the Edit Purchase Orders screen where you can proceed further.
- Creating a PO
- Editing a PO
Step 1: General information
Review PO's general information that is added by default and adjust any details in the Edit Purchase Order screen.
- Status: the status of the PO. The status will be pending when you initially create a PO.
- Reference: the reference number of the PO. Linnworks automatically generates a unique reference code but you can change it while the PO is in a pending status.
- Supplier ref: the reference number of a supplier if you have one.
- Date: the date when you're raising the PO. By default, it is set to today but you can change it if necessary.
- Location: the location to which the items from the PO will be delivered.
- Supplier: the supplier you're purchasing items from. The list in the drop-down menu includes all suppliers from the Suppliers screen.
- Expected: the date you expect the PO to be delivered by.
- Invoicing currency: the currency of the PO. The drop-down menu includes currencies set up in Settings > General Settings > Manage Currencies. When selecting a currency different from the default one, enter an exchange rate or click the icon to take the exchange rate from the Currencies table. Please see this solution article for more information on PO conversion rates and currency.
- Unit cost amounts: select whether the items are tax exclusive, tax inclusive, or tax free.
Step 2: Adding and configuring items
You can add items to a PO:
- Manually using the +Add Item button
- In bulk using drag and drop
- In bulk copy-pasting the data into items table
Adding items to a PO manually
Open the Edit Purchase Order screen and click the +Add Item button above the items table. Paste the SKU or the item title into the search box and click the Search button or hit the Enter key. All results that match the value you searched for will be displayed in a pop-up where you can select required stock items from the list. Click the sign if you need to check additional product details:
Adding items to a PO via drag & drop
To add items to a PO via drag & drop:
- Prepare a CSV file with the necessary details.
- Drag and drop the file into the items table.
- Check if Delimiters and Has headers settings are correct and click the Load button to process the file.
- Perform mapping. At least one of SKU or SupplierCode fields is required.
- Click Import.
If the drag & drop import fails, clickabove the items table on the left side to check for possible errors.
Adding items to a PO via copy & paste
You can copy the data from your CSV file and paste it into the items table. Make sure SKUs are specified in the file as this field is required. You can also add quantity, unit cost and tax rate columns, but these are not necessary. If copy & paste fails, clickto check for possible errors.
Deleting items from a PO
Select an item in the items table and click the Delete Item button to remove it from the PO. If you need to delete a few items in one go, select multiple items by holding the Shift key and click the Delete Item button.
You can view and adjust the following information in the PO items table.
- SKU: Linnworks item number. You can open the item product details pop-up by clicking the SKU in the table.
- Supplier code: the code that your supplier uses to refer to the item. It is taken from the Supplier tab in the item product details.
- Title: the item title as seen in My Inventory.
- Quantity: the number of items that you need to order. This is a granular amount and will be automatically changed to make sure it meets the minimum order quantity and the pack size specified in the Product Details > Supplier tab. Please see more details below.
- Unit cost: the calculated unit cost of each granular item. It's calculated by taking the unit cost set in the Supplier tab and then adding a portion of other costs.
- Tax rate: the tax rate on the items.
- Tax: the total tax on the items.
- Line total: the total unit cost plus the tax on the items.
The PO item quantity
Purchase orders use two attributes that may change how many of a particular item is ordered: minimum order quantity and pack size. You can add them manually to the stock item in the Product Details > Suppliers tab or import in bulk using Inventory Import.
- Minimum order quantity: the minimum number of individual items to order from the supplier. Example: you need to order 12 items, but the minimum order quantity is 24. In this case, the system will change the PO quantity to meet the minimum order quantity 24 (if there is no pack size specified).
- Pack size: the number of order items that are bundled together by the supplier. Example: you can sell bottles of juice individually but you are buying them from the supplier in packs of 24 bottles. With a pack size set, the number of items entered on the PO will adjust to being a multiple of the pack size.
Minimum order quantity/pack size interaction
When adding items to a PO, the system multiplies the pack size quantity to meet the minimum order quantity (if the pack size is not zero).
- The pack size is greater than the min order quantity. Example: you want to order 10 bottles of juice where the pack size is 24 and the minimum order quantity is 12. The system will change the PO quantity to 24.
- The pack size is less than the min order quantity. Example: you have an item with the min order quantity 15 and pack size 4. When adding this item to a PO, the system will multiply the pack size to meet the min order quality. In our example, the quantity added to a PO will be 16 (4 packs of 4 items each).
- The pack size is set to zero. The min order quantity will be used when adding items to a PO.
Step 3: Other costs
Use the other costs table to add any extra costs that you may be charged for the PO. This usually includes shipping and customs prices. Click the Other Costs title to open the table and start adding details by double-clicking available cells.
- Type: the type of additional costs. By default, you can add shipping cost as other costs to the PO. More types of costs can be added with the Supply Chain Management functionality enabled.
- Reference: the reference number of the charge. For example, it could be a sales reference number for overseas delivery.
- Cost: the amount charged.
- Tax rate: the tax rate applied to the cost.
- Tax: the total amount of tax paid on the cost.
- Total: the total cost plus the tax amount paid.
Step 4: Properties and notes
You can customize a PO by adding properties and notes.
Click the Properties button to open the Purchase Order Extended Properties pop-up. To add a new property, click the Add New button in the top right-hand corner of the pop-up. In the pop-up you can add:
- Date: the date and time the property was added. The system adds it automatically.
- Name: the name of the property. For example, 'Shipping Service'.
- Value: the actual information you want to save in the PO. For example, 'DHL Global'.
- User: the user who added the property. The system adds it automatically.
If you need to remove the property from the PO, select it and click the Delete button in the top right-hand corner of the pop-up.
Use notes to add any additional information to the PO. You can also add notes to the PO template in the Template Designer screen so you could print or email them to your supplier. To add a note click the Notes button at the top of the screen, type in the note text and click the Add Note button. In the Notes pop-up you can view:
- Date: the date the note was added.
- Time: the time the note was added.
- User: the user who added the note.
- Note: the text of the note.
Click the delete icon if you need to remove the note from the PO.
Step 5: Finalizing a PO
You can check the PO summary at the bottom right of the screen to get an overview of all PO costs:
- Subtotal: the amount you've been charged minus all taxes and other costs.
- Tax: the tax amount you've been charged.
- Total: the total amount you've paid for all items, tax, and other costs.
- Shipping: the amount you've been charged for shipping.
- Shipping tax: the amount you've been taxed for shipping.
- Converted total: if your PO was raised in a different currency rather than the default, the converted total would show your total PO cost converted into your default currency.
- Paid: the total amount you've paid for the PO (the option is active when Supply Chain Management is enabled).
- Due: the amount you still have to pay (the option is active when Supply Chain Management is enabled).
Note that with the standard PO functionality, the system assumes that if a PO has been raised, then it's been paid for. To be able to add and control future PO payments, you will need to have Supply Chain Management enabled.
Finishing your PO
Remember to save the PO by clicking the Save button once it is finished.
Once you finalized your PO and saved all changes, you can:
- Print a PO: click the Print button at the top of the screen to print your PO. The system will print a PO template set up in the Template Designer screen.
- Email a PO: click the Email button at the top of the screen to send the PO to your supplier. The email account and the PO email template needs to be configured in Emails > Email Notifications.
- Change the status of a PO: change the status of a PO to open once it is printed and sent to the supplier. Change the status to partially delivered or delivered when you get the stock from the supplier. You can mark items as delivered from:
- View audit log: use the View Log button to check the audit trail of changes made to the PO starting from the moment it was initially saved.
Deleting a PO
Use the Delete button in the same bar at the top of the screen if you need to delete a PO from the system completely.
Editing a PO
You can edit POs in pending, open and partial statuses. To edit a PO, search for it in the Purchase Orders screen and double-click it to open the Edit Purchase Order screen. You can also use the Edit PO button that is active for all pending POs in the Purchase Orders > Pending tab. Note that you cannot change the details of delivered POs but you still can:
- add purchase orders extended properties to a delivered PO;
- email a delivered PO;
- print a delivered PO.