Create a Purchase Order | How To

This feature is available to existing Inventory Management subscribers. Learn more about using the ShippingEasy Product Catalog.

At this time, we are not currently developing new features or functionality for our Inventory solution. This means that at this time we cannot address the issues you have with the current system. However, we do expect that in 2022, we will be introducing a new and improved Inventory experience.

ShippingEasy 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 PRODUCT CATALOG page. Or, save time by duplicating a previous Purchase Order to create a new one.

Watch our video to learn all the ways you can order more stock from within the ShippingEasy Inventory Management System or follow the steps below:

There are six places you can create a Purchase Order from within ShippingEasy, depending on your needs:

  • The PURCHASE ORDERS page, when your plan is to knock out some POs.
    • Add products one by one to the Purchase Order.
    • Create a new Purchase Order by duplicating a previous one.
  • The PRODUCT CATALOG page, when you're managing your products and reordering at the same time.
    • Select several products to include at once on the Purchase Order.
    • Create a Purchase Order for Products with multiple variants from the Product Details page.
  • The SUPPLIER Details page, when you have organized your list of products to reorder by the supplier.
    • Create a Purchase Order for products associated with each supplier.
    • Create a new Purchase Order by duplicating a previous one associated with the supplier.

From the PURCHASE ORDERS page:

Create a Purchase Order

  1. Go to the PURCHASE ORDERS from the drop-down menu, and then click the + Create Purchase Order button.

    create_a_purchase_order_button.PNG
  2. Populate the CREATE PURCHASE ORDER page with as many details in the required and optional fields.
    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 the information is available)
    • Your Billing Address (will auto-populate if the 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.
    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.

    create_a_purchase_order_button.PNG

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 are ready to export your purchase order and send it to your supplier!

Duplicate a Purchase Order from my history

  1. Go to the PURCHASE ORDERS from the drop-down menu.
  2. Click the Duplicate option from the Actions on the right.
    Screen_Shot_2019-02-12_at_3.41.38_PM.png
  3. You will be directed to the Duplicate PO page. Here you will see a copy of the duplicated Purchase Order's details with the option to enter specific details for the new Purchase Order.
    • Order Date
    • Expected Delivery Date
    • Carrier
    • Shipping Method
    • Tracking Number

    Screen_Shot_2019-02-12_at_4.54.15_PM.png

  4. Enter or remove any Product SKU's, update the quantity for any SKU, and add any notes needed.
    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
  5. Click the Create Purchase Order button when you are ready to finalize your purchase order.
    create_a_purchase_order_button.PNG
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 are ready to export your purchase order and send it to your supplier!

 


From the PRODUCT CATALOG page:

Create a Purchase Order with multiple products from my catalog

  1. Go to the PRODUCT CATALOG.
  2. On the PRODUCT CATALOG 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.
      create_purchase_order_button.PNG
  3. The CREATE PURCHASE ORDER page will open and auto-populate all saved suppliers, products, and address information available. Add as many other details into the required and optional fields as possible.
    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 the information is available)
    • Your Billing Address (will auto-populate if the 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.

    create_a_purchase_order_button.PNG
    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 are ready to export your purchase order and send it to your supplier!

Create a Purchase Order for SKUs with multiple variants

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. Go to the PRODUCT CATALOG.
  2. On the PRODUCT CATALOG 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 the 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 finalize your purchase order.
    create_a_purchase_order_button.PNG

 


From the SUPPLIER DETAILS page:

Create a Purchase Order from a Supplier catalog

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

  1. Go to the SUPPLIERS page from the drop-down menu.
  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.
    create_a_purchase_order_button.PNG

Duplicate a Purchase Order from a Supplier's order history

  1. Go to the Suppliers page from the drop-down menu.
  2. Click on the Supplier you want to make the Purchase Order for.
    supplier_name_suppliers_page.PNG
  3. Scroll to the Purchase Orders section and select Duplicate from the Actions on the right for the Purchase Order you want to duplicate.
    Screen_Shot_2019-02-12_at_9.30.50_PM.png
  4. You will be directed to the Duplicate PO page. Here, you will see a copy of the duplicated Purchase Order's details with the option to enter specific details for the new Purchase Order.
    • Order Date
    • Expected Delivery Date
    • Carrier
    • Shipping Method
    • Tracking Number

    Screen_Shot_2019-02-12_at_4.54.15_PM.png

  5. Enter or remove any Product SKU's, update the quantity for any SKU, and add any notes needed.
    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
  6. Click the Create Purchase Order button when you are ready to finalize your purchase order.

    create_a_purchase_order_button.PNG

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 are ready to export your purchase order and send it to your supplier!

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