STX Desktop: Purchase Orders

Creating

Purpose

Automatically create purchase orders of all items needed from an individual supplier based on the quantities you set up for the products. Purchase Orders are just one more tool in your arsenal of inventory management features in STX. Purchase Orders can help your company maintain control of products and keep you from over, or under ordering products for your business.

One way to make sure that your company is only ordering the exact quantities you need is to leave the Min. Order field blank when setting up products. The program automatically knows how much you should order by comparing the On Hand quantity to the Min quantity.

If the On Hand falls below the Min, STX will automatically orders enough products to bring the On Hand back to the Min. The Min. Order quantity is always used for ordering by the case, or perhaps the supplier has minimum order requirements you must fulfill before placing your order.

The Order Cost per item and the Order Total are estimates of what the order should end up costing and do not include any shipping charges or taxes. 

Important Note:  You must create a Purchase Order before you can “check in” or deliver an order into the STX database. 

Creating a Purchase Order

Click this icon in the toolbar to create a new Purchase Order

Select the Supplier from the Supplier popup and the purchase order will automatically be populated with products based on the On Hand, Minimum and Minimum Order quantities you have set for each product.  

The Order Date will automatically fill in with the current date. STX will automatically assign a number to the newly created Purchase Order for easy reference later.

The Memo field can be used for special instructions for your supplier. This will appear on the Purchase Order report, should you choose to print a copy.

Adding Products to a Purchase Order

While STX creates a Purchase Order for you, it is still easily customizable to fit your business needs. Maybe you don’t see an item on the Purchase Order, but your supplier is running a special on it and you want to stock up. Or, the particular item is fully in stock, but you know an upcoming holiday or particular season will cause the item to sell faster and you would like to be prepared. 

Click the New Item icon located in the toolbar and add any item to the Purchase Order you are creating, provided it is ordered from the same supplier the Purchase order is for.

Manually enter the stock number of the product you wish to add, or scan the UPC code. STX will fill in the description and size. Enter the quantity you wish to order for the product. 

Deleting Products from a Purchase Order

Deleting Individual Items

The Purchase Order may show items that, for whatever reason, you do not wish to have ordered at this time. You can delete those particular items from the order. This does not delete the items from your inventory database. It simply removes them from the Purchase Order you are creating. 

Highlight the item you wish to remove from the Purchase Order and click the Delete Item icon located in the toolbar. 

Deleting All Items

There are times you might want to start with a “blank slate”. Maybe you are creating a Purchase Order so you can print some product/barcode labels. Or, you have a special need to order specific products outside of your normal order with the supplier. 

Click the Delete All Items icon found in the toolbar and it will clear the purchase order from all products that automatically appeared when you first selected the supplier. This does not delete the items from your inventory database. It simply removes them from the Purchase Order you are creating.

Restocking a Purchase Order

If you have deleted (removed) any products from a newly created Purchase Order and would like to bring those items back, click the Restock icon. The Restock feature will only cause the deleted (removed) items reappear. All other changes made to the order will remain intact.

Deleting a Purchase Order

Highlight the Purchase Order number and click the Delete P.O. icon, located in the toolbar, to delete the Purchase Order in its entirety. 

PLEASE NOTE: It is extremely important that you never delete a Purchase Order that has been completed and saved as delivered. Doing so will deduct each item’s count from your inventory. This will cause your inventory to appear “short” compared to what is physically in stock.

Receiving

Purpose

This section will show you how to “check in” or receive a delivery after you have created a Purchase Order for each supplier, and your product has arrived at your business.

Sorting the Purchase Order List

There are several ways to view existing Purchase Orders you have created.

Use the Sort by popup menu to see the options for viewing the existing Purchase Orders.

Order # - Sorts each Purchase Order by the number assigned when they were created.

Order Date – Sorts by the date they were ordered, which could also be the date they were created, in ascending order of oldest date to most recent date. This comes in very handy when you create all Purchase Orders on the same day every week.

Delivery Date – Sorts by the date you put in as the delivery date. This comes in handy when looking up a past order for any reason, such as back order items arriving from that Purchase Order. Undelivered Purchase Orders will appear at the top of the list.

Supplier – Sorts each Purchase Order alphabetically by supplier, then in ascending order of oldest Purchase Order to newest Purchase Order within each supplier.

Open/Closed - Sorts first by closed Purchase Orders, then by open (not yet delivered) Purchase Orders. It will then sort them within those categories by oldest to most recent. 

Receiving a Purchase Order

Select the Purchase Order number of the products you wish to “check in” or deliver. Beside each item, to the far right, check the box under the Closed column for each product that was received on the order. This is similar to manually checking off the products received from your delivery statement.

STX will default the received quantity to the amount that was ordered once the Closed box is checked. If the amount received is more or less than what you ordered, you will need to edit the amount in the Rec Qty (received quantity) column.

Edit the Cost (Ea) column if the product you received was more or less per unit than the dollar amount listed for the original order. The Order Cost amount will automatically adjust itself to reflect the new Cost (Ea) amount entered.

If you are certain you have received each item according to your order and do not find it necessary to adjust either the Rec Qty or the Cost (Ea) amounts, click the Close All Items button on the bottom of the screen. Each item on the order will automatically become checked as Closed and the Rec Qty will automatically be filled in to match the Ord Qty. This makes closing the Purchase Order go quicker.

The Order Cost per item and the Order Total are estimates of what the order should end up costing and do not include any shipping charges or taxes. 

Enter the Date Delivered (required) and a Memo (optional) and click the Save icon in the toolbar to record the delivery and update your inventory totals. 

Purchase orders do not update inventory-on-hand levels until products are checked as Closed, the Date Delivered is entered, and the purchase order is Saved. Not meeting the above criteria allows you to create purchase orders just to print labels without updating inventory on-hand levels.

Receiving Back Ordered Items on a Delivered Purchase Order

You may receive additional back-ordered items on a previously delivered purchase order. To add the back-ordered products, select the order number in the list and click the Closed checkbox(s) for the back-ordered product(s) received. When you receive the above warning message, click the Change Anyway button to proceed. Click Cancel to return to the purchase order. 

Click the Save icon in the toolbar to save the changes. 

Exporting a Purchase Order in XML

STX has the ability to export Purchase Orders in XML format for emailing to your distributors directly from the Purchase Orders window.

Click the Export icon in the toolbar. 

Change the name of the XML file by typing in the Save As field. Set the Where popup menu to Desktop so you can find the file easier once it is exported.

Once the export is complete, you can email the XML file directly to your supplier.

Printing

Click the Reports icon in the toolbar of the Purchase Orders screen. You can also click the Reports icon in the STX main toolbar or go to the File menu to Print. Once the desired report is chosen, click Print in the Print Dialog box. 

From the Print Dialog box, click the appropriate action. 

Print to print to the printer for a hard copy. 

Cancel to cancel the printing. 

Preview to view on the screen. 

PDF to save the report in .PDF file format.

Printing a Purchase Order

This report is very useful when you want to fax the order to your supplier, since it contains all the information needed for your supplier to fill your order effectively and efficiently. Additionally, this report will show the grand total for the order. Because of this, adjustments can be made for budgetary reasons.

In the listing of Available Reports, click the triangle to the left of Purchase Orders to show all available reports in that section. Highlight the Purchase Order report option and select the Purchase Order # on the right. Click the Print button.

The Purchase Order report shows Supplier information, Shipping information, Special Instructions, a list of items to be ordered (including Stock #), Description, Supplier Stock # (if you have it and have entered for the product in product setup), Quantity, Cost, Extended Cost, and the Total Extended Cost. 

Printing Barcode Labels from a Purchase Order

Prints one barcode label for each item on the selected purchase order that has Print Label checked on the product setup window. Barcode Labels are printed based on the quantity in the Order field of the Purchase Order.

In the listing of Available Reports, click the triangle to the left of Purchase Orders to show all available reports in that section. Highlight the Barcode Labels report option and select the Purchase Order # on the right. 

Enter the starting point for your first sheet of labels. Use 1-3/4 inch by 1/2 inch labels that come 80 per page, Avery 5167 or equivalent.

Important Note: Do not use a partial label sheet if it is wrinkled or if any of the label corners are turned up or you may risk damaging your printer. Keep a partially used sheet in a file folder or in it’s original packaging to help preserve it until the next printing.

Click the Print button to print your Barcode Labels. The label includes the product name, size, and a barcode representation of the stock #. 

Printing Product Labels from a Purchase Order

Prints one product label for each item on the selected purchase order that has Print Label checked on the product setup window. Product Labels are printed based on the quantity in the Order field of the Purchase Order.

In the listing of Available Reports, click the triangle to the left of Purchase Orders to show all available reports in that section. Highlight the Product Labels report option and select the Purchase Order # on the right. 

Enter the starting point for your first sheet of labels. Use 1-3/4 inch by 1/2 inch labels that come 80 per page, Avery 5167 or equivalent. 

Important Note: Do not use a partial label sheet if it is wrinkled or if any of the label corners are turned up or you may risk damaging your printer. Keep a partially used sheet in a file folder or in it’s original packaging to help preserve it until the next printing.

Click the Print button to print your Product Labels. The label includes the product name, size, stock # and retail price.

Generating Labels for New Inventory Stock

A new Purchase Order must be created in order to print labels of any kind. If you would like to print Barcode Labels and/or Product Labels for the inventory items you have just entered into the program, you will perform the following actions.

Mass Update

Go to Setup: Products: Mass Update. Set the Manufacturer, Product Line, and/or Group popup menus to show only the products you wish to print labels for.

  

Purchase Orders

Go to Purchase Orders and click the New P.O. icon in the upper left-hand corner. Select the Supplier for the products you wish to print labels for. You should see each of the items you made adjustments to On Hand and Min Qty for in the Mass Update screen. The Ord Qty will show what you currently have in stock, which is also the number of labels you wish to print for each product.

Once you have verified the products listed on the Purchase Orders screen, click the Save icon in the upper right-hand corner of the screen.

Click the Reports icon, also found in the upper right-hand corner of the screen. The following list of available reports will appear.

Click the arrow down next to the Purchase Orders reports and highlight the type of labels you want to print. The ‘last’ purchase order # created will be highlighted. Click Print…

Labels will be printed for each product listed on the Purchase Order. Once you are finished printing the labels, you will need to update the On Hand and the Min Qty amounts for the products. 

Go back to Purchase Orders and highlight the purchase order you created to print the labels from. Click the Close all Items button and enter the date in the Date Delivered field. The combination of closing the items and entering the delivery date is what adds the products back into stock. 

Once you have ‘delivered’ the purchase order, the On Hand quantities of each product will be updated, reflecting the amount you really had on hand before this process. Now you must update the Min Qty amount for each product, setting it back to what you had originally entered.

Go back to Setup: Products: Mass Update and change the Min Qty amount on each product. When finished, Save and close the window.

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