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Add Purchase Orders

Point of Sale's Purchase Order (PO) features ‌enable merchants to manage inventory, track purchases, and arrange timely delivery of goods. They provide a record of transactions and help streamline the procurement process by outlining the terms and conditions of the purchase. Merchants may use POs to communicate their specific requirements to suppliers, including product details, delivery dates, and pricing agreements.

  • Modern POS App Build: 7.15.5 or above
  • Platform Support: iPad, iPhone
  • Offline Support: None

Set Up

For POs, CMS controls the field mapping for product uploading, PO recommendations, and export jobs.

Enable Purchase Order

To enable PO, ensure that the Generate Recommended PO items toggle is enabled.

  1. Go to CMS | Store Management.
  2. Click Store Settings.
  3. Click Inventory.
  4. Make sure Generate Recommended PO items (generatePORecommendation) is toggled ON.The CMS setting to enable purchase orders is highlighted.

Upload Product Files with CostPrice and CasePackQuantity and Update Field Mappings

Ensure you have the correct product files that contain two purchase order-related fields (CostPrice and CasePackQuantity). Then, update the field mappings by following the below steps:

  1. Go to CMS | Feeds.
  2. Select Field Mappings.
  3. Click Products.
  4. Click Source Fields +.
  5. Select Add Field Manually, mapping new fields to CostPrice and CasePackQuantity.Example of purchase order field mapping in the CMS.
  6. Click SAVE.
Note
Note The changes from the field mapping will only be reflected after running the product feed. Make sure you load the product feed after the changes are saved.

Set Purchase Order Export Rule

Setting the export rule on CMS will help you get well-grouped export files based on the rule you set. The rule could be anything from the Target Field, such as Size, Brand, Color, etc. For example, if you set the export rule to Size, the exported purchase order files will be grouped by size specific.

  1. In the CMS, go to Store Management.
  2. Click Store Settings.
  3. Click Inventory.
  4. Enter the field name (your rule) in Column name to be split (columnSplitName).The export role name set in the CMS.
  5. Click Save.
Note
Note This field name must match the exact field from the target fields.

Set Purchase Order Export Job

After configuring the export rule (columnSplitName), you will need to create a new export job to export the purchase order into files. Please use File Transport Protocol (FTP) / Secure File Transfer Protocol (SFTP) to get the exported files.

  1. In the CMS, go to Feeds.
  2. Select Export Jobs.
  3. Click + to create an export job.
  4. Select Inventory Event Export.
  5. Fill in the Title.
  6. In the Events dropdown list, select PO_TRANSFER_COMPLETED_EVENT.
  7. Select FTP in Protocol.
  8. Fill Export Destination URL with ftp://predictspring.exavault.com.
  9. Fill Username and Password.
  10. Fill Folder, Export File Type, Filename, and File Name Suffix.
  11. Set Max Tries as 5.
  12. Click Save.

Use these settings as an example.Example settings for a purchase order export job.

Set Purchase Order Recommendation Export Job

  1. In the CMS, go to Feeds.
  2. Click Field Mappings | Export Inventory Events..
  3. Under All Events, select Purchase Orders (PO).The CMS shows the option to select purchase order under events in field mapping.
  4. Set the mapping by adding Output Fields.The CMS shows mapping of fields for purchase orders.
  5. Click Save.

POS Behavior

Click the Create Purchase Order deep link. We should see this screen with the Recommended Products radio button selected by default and there should be an option of changing the radio button to Manual.

The POS app showing the recommended product radio button.

Select the Recommended section and by default, the first dropdown value will be selected e.g. 1 week. Currently, the dropdown has preselected values i.e., 1, 2, 3, and 4 week(s).

Depending on the week selected from the dropdown, we will get the recommended products to select for creating a purchase order as seen in the above screenshot.

Click the first-time Manual radio button. It will be an empty product list as seen in the below screenshot.

The POS app shows an empty product list.

There is a scan button on the top right of the screen where the user can either add a product to the Recommended or Manual section either by scanning or searching for a product from the product list. If manually searching, the product catalog will display, allowing users to search for items by entering text. Alternatively, using an external scanner will populate the search field with the product's barcode value.

The POS app shows the option to scan a product.

When you click on a product from the product list, a new screen will prompt you to enter the quantity you want to add to the product.

A POS app dialog shows the option to enter quantity.

We show extra details i.e., Volume (weekly), Available, On Order, Suggested Order Quantity, etc. (if available) in the pop-up shown in the above screenshot.

After clicking on the confirm button, the product should be shown in the respective section. Please refer to the below screenshot as an example.

The POS app shows an example of a scanned product's details.

There are two options available for each product on the list:

  • Edit gives an ability to edit order quantity for the selected product.
  • Delete gives an ability to delete the product from the list.

The POS app shows the option to delete a product.

Important: Switching between sections will lose all the changes made to the respective section product list.

On clicking the Create button, there are two options available:

  1. Save as Draft - You can save the changes as a Draft from either section and they can check this order in history if they still want to create a purchase order.
  2. Confirm to Create - You can create a purchase order from either section.

The POS app chose the options to save as a draft or create a purchase order.The POS app shows the confirmation of a purchase orders creation with the option to print the purchase order.

You can check all the purchase orders from the Purchase Order History screen with Draft and Created status.

The POS app shows the purchase order history screen.

An order with the Draft status has a Details button where the purchase order details screen is displayed. Here, you can still generate a purchase order or update the product list.

The POS app shows the option to create a purchase order from a draft.The POS app shows a purchase order created from a draft.

An order with Created status has the Details button and clone button. Here, the purchase order details screen is displayed where you can view the product list and still have an option to print.

The POS app shows the purchase order detail screen displaying the product list and option to print.

On clicking the Clone button in the history screen, you will be navigated to Create Purchase Order screen in the Manual section with the same order details as the product list. Here, you can still create a purchase order.