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How to: Create a Purchase Order

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WATCH: Our step-by-step video tutorial will guide you through this process!

This video goes over all the different ways you can order more stock to stay on top of stock levels and manage new orders.

ShippingEasy's Inventory Management solution simplifies supplier contact by generating Purchase Orders and re-ordering your items directly in ShippingEasy. Before you can re-order your items, you first need to save your Suppliers in your Supplier database. Learn how to add a Supplier

Products can be added to a Purchase Order one-by-one from the PURCHASE ORDERS page or in bulk from the PRODUCTS page. There are four places you can create a Purchase Order from within ShippingEasy, depending on your needs:

  1. PURCHASE ORDERS Page: Add products one-by-one to the Purchase Order.
  2. PRODUCTS Page: Select several products to include at once on the Purchase Order.
  3. Product Details Page: Create a Purchase Order for Products with multiple variants.
  4. SUPPLIERS Page: Create a Purchase Order for products associated with each supplier.

How to: Create a Purchase Order from scratch (PURCHASE ORDERS page)

  1. Click the INVENTORY tab in the blue navigation menu, select PURCHASE ORDERS from the drop down menu, and then click the + Create Purchase Order button.

    inventory_purchase_orders_dropdown.png
    inventory_purchase_order_drop_down.png

  2. Populate the CREATE PURCHASE ORDER page with as many details in the required and optional fields. 
    NOTE: the more fields you populate, the more details will display on your Purchase Orders. You can search and select from your existing Suppliers to add to each Purchase Order. Only existing Suppliers can be added to Purchase Orders.

    Required Fields:

    • Supplier
    • Supplier Address
    • Your Shipping Address (will auto-populate if information is available)
    • Your Billing Address (will auto-populate if information is available)

    create_purchase_order_top_half.PNG

  3. Enter any Product SKU's, update the quantity for each SKU, and add any notes needed.
    NOTE: the more fields you populate, the more details will display on your Purchase Orders. You can search and select from your existing Products to add to each Purchase Order. Only existing Products can be added to Purchase Orders.
    purchase_order_items.PNG
  4. Click the Create Purchase Order button when you are ready to finalize your purchase order.

ALERT: Be sure to only click the 'Create Purchase Order' button once, to avoid creating more than one purchase order.


Your new purchase order has been created within ShippingEasy. Now you're ready to export your purchase order and send it to your supplier!

 

Create a Purchase Order with multiple products from my catalog (PRODUCTS page)

  1. Navigate to the INVENTORY tab from anywhere in the ShippingEasy app, then select the PRODUCTS page from the drop down menu.
    inventory_products_dropdown.png
  2. On the PRODUCTS page, select the products you want to add to a Purchase Order.
    To do this:
    1. Filter for low stock items in the left hand filter column.
    2. Filter/select a supplier to create a Purchase Order for.
    3. Select individual products to include in the Purchase Order or select all by ticking that option on the far left of the green header bar. There is no limit to how many products you can include on a purchase order.
    4. Click the "Create Purchase Order" button above the green header bar.Screen_Shot_2017-05-03_at_10.03.52_AM.png
  3. The CREATE PURCHASE ORDER page will open and auto-populate all saved supplier, product and address information available. Add as many other details into the required and optional fields as possible.
    NOTE: the more fields you populate, the more details will display on your Purchase Orders. You can search and select from your existing Suppliers and Products to add to each Purchase Order. Only existing Suppliers and Products can be added to Purchase Orders. 

    Required Fields:

    • Supplier
    • Supplier Address
    • Your Shipping Address (will auto-populate if information is available)
    • Your Billing Address (will auto-populate if information is available)
  4. Update the Quantity for each SKU listed in the Purchase Order Items table. 
    quantity_purchase_orders.PNG
  • Click the Create Purchase Order button when you are ready to finalize your purchase order.

    ALERT: Be sure to only click the 'Create Purchase Order' button once, to avoid creating more than one purchase order.

Your new purchase order has been created within ShippingEasy. Now you're ready to export your purchase order and send it to your supplier!

How to: Create a Purchase Order for SKUs with multiple variants (PRODUCT DETAILS page)

You are not able to create a Purchase Order for a product with multiple variants on the PRODUCT page, however you can create a Purchase Order for the individual SKU on the PRODUCT DETAILS page and then add the additional variants there as well.

  1. Navigate to the INVENTORY tab from anywhere in the ShippingEasy app, then select the PRODUCTS page from the drop down menu.
    inventory_products_dropdown.png
  2. On the PRODUCTS page, select the products with multiple variants that you want to add to a Purchase Order and click on the product Name:
    multiple_variant_product_name.PNG
  3. Scroll down to the Product Variants associated with the product and click on a single variant.
    click_on_single_variant_of_product.PNG
  4. This will bring you to the PRODUCT DETAILS page. Click on the "Suppliers" tab and then select Create under the "Purchase Order" column.
    suppliers_tab_create_purchase_order.PNG
  5. Scroll down to Purchase Order Items section and add in the additional SKUs associated with the product that you would like to send in the Purchase Order to the supplier.
    Purchase_order_items_add_skus.PNG
  6. Once you have added all the Variants, click the Create Purchase Order button when you  to finalize your purchase order.

How to: Create a Purchase Order from a Supplier catalog (SUPPLIERS page)

You have the option to create purchase orders directly from the Suppliers page for items connected to that supplier.

  1. Navigate to the INVENTORY tab from anywhere in the ShippingEasy app, then select the Suppliers page from the drop down menu.
    inventory_suppliers.png
  2. Click on the Supplier you want to make a Purchase Order for.
    supplier_name_suppliers_page.PNG
  3. Scroll down to the Products section and click Create next to the product you would like to create a purchase order for.
    products_section_create_purchase_order.PNG
  4. Make any updates to the Quantity and Unit Cost for each SKU listed as well as the Shipping & Handling for the entire Purchase Order.
    purchase_order_update_quantity.PNG
  5. Click the Create Purchase Order button when you are ready to finalize your purchase order.

If you have problems that require extra assistance, feel free to reach out to our team.

Anyone can post questions in the comments, to the left, and the ShippingEasy Customer Success team will gladly assist.


ShippingEasy accounts on a paid plan will find additional resources in the upper left corner in app.

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Fully registered accounts may email, call, or chat with our team.
Trial accounts may email or call.

Comments

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  • Avatar
    Arnold Seidenfeld

    Can I generate a csv or xsl PO to email my supplier?

  • Avatar
    Jennifer R. [ShippingEasy]

    Hello Arnold - Presently we do not support exporting Purchase Orders to a CSV or XSL file. We do, however, support exporting to a PDF or emailing directly from ShippingEasy. You can find both these options detailed in the following articles:

    I believe you have the following information, so I'm sharing it again for the benefit of anyone else interested in this option:

    If this option would make a significant impact on your workflow, please post your feedback in our Feature Request forums. Our Product Team monitors these daily in order to prioritize future development.

  • Avatar
    Kerry Ann Dame

    These Purchase Orders are useless for drop shipping. And there's no space to add notes to the supplier either.

     

  • Avatar
    Kerry Ann Dame

    I think it would be good practice to find out what information should be included in a Purchase Order so you can come up with a useful design. For drop shipping, we need the Purchase Order pre-populated with the customer's order information - their order number, shipping address, etc. in a separate box that says Drop Ship To:

    this is how it's normally done. I'll continue to use my own for now, and probably use Ordoro in the future because they do that. Good luck.

  • Avatar
    Jennifer R. [ShippingEasy]

    Hello Kerry Ann - Thanks for posting your feedback!

    I'd love to better understand how you're using Purchase Orders for drop shipping. Just to clarify, the Purchase Orders are a tool for re-ordering your products from your Suppliers.

    Do you work with drop shippers who need to file Purchase Orders with your Suppliers for restocking their inventories?

    On the other, if you're needing documents that list your buyer (customer) details, have you considered our Packing Slip tools? These can be customized and may be able to provide your drop shippers with the buyer details that they need. You can find more about packing slips in these guides:




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