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Create a Purchase Order | How To

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ShippingEasy Content Team

Updated

Available to Existing Inventory Management Subscribers

This feature is only available to existing Inventory Management subscribers. Non-Inventory Management subscribers can learn more about using the ShippingEasy Product Catalog.

We are not currently opening Inventory Management to new users or 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.

If you need an inventory solution that lets you add your third-party fulfillment provider to your account, our sister company ShipStation may be a better solution for you.

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.

You can add Products a Purchase Order (PO) one-by=one from the PURCHASE ORDERS page, or add them in bulk from the PRODUCT CATALOG page. Also, you can 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 a total of six ways (two on each of three pages) that you can create a Purchase Order from within ShippingEasy, depending on your needs:

  1. 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.

  2. 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.

  3. 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 PRODUCTS then click  Purchase Orders  from the drop-down.

    NAV_PROD_PurchaseOrders_MRK.png

  2. Click the + Create Purchase Order button to go to the Create Purchase Order page.

    The CREATE PURCHASE ORDER page will open and auto-populate all saved suppliers, products, and address information available.

    PROD_PurchaseOrder_CreatePurchaseOrder_BTN_MRK.png

  3. 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. You can only add existing Suppliers to Purchase Orders.

    PROD_PO_CreatePurchaseOrderPage_MRK.png

    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. Enter any Product SKUs, update the quantity for each SKU, and add any Notes you need.

    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. You can only add existing Suppliers to Purchase Orders.

    Boxes highlight the required fields: Enter SKU, Quantity, and optional Notes field

  5. Click the Create Purchase Order button when you are ready to finalize your purchase order.

    Caution

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

    Box highlights Button to create Purchase Order, next to Cancel button.

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 PRODUCTS then click  Purchase Orders  from the drop-down.

    NAV_PROD_PurchaseOrders_MRK.png

  2. Click the ICON_Duplicate.png Duplicate option from the Actions on the right.

    PROD_PO_CreatePO_Duplicate_BTN_MRK.png

    You will be directed to the Duplicate PO page. Here you will see a copy of the duplicated Purchase Order's details.

  3. Enter, veriify, and update any specific details for the new Purchase Order, as necessary.

    • Order Date

    • Expected Delivery Date

    • Carrier

    • Shipping Method

    • Tracking Number

    PROD_PO_DuplicatePO_MRK.png

  4. Enter any Product SKUs, update the quantity for each SKU, and add any Notes you need.

    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. You can only add existing Suppliers to Purchase Orders.

    Boxes highlight the required fields: Enter SKU, Quantity, and optional Notes field

  5. Click the Create Purchase Order button when you are ready to finalize your purchase order.

    Caution

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

    Box highlights Button to create Purchase Order, next to Cancel button.

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 PRODUCTS and select CATALOG from the drop-down.

    NAV_PROD_Catalog_MRK.png

  2. Select the products on the PRODUCT CATALOG page that you want to add to a Purchase Order.

    To do this:

    i. Filter for low stock items in the left-hand filter column.

    ii. Filter/select a supplier to create a Purchase Order for.

    iii. 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.

  3. Click the + Create Purchase Order button to go to the Create Purchase Order page.

    The CREATE PURCHASE ORDER page will open and auto-populate all saved suppliers, products, and address information available.

    PROD_PurchaseOrder_CreatePurchaseOrder_BTN_MRK.png

  4. 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. You can only add existing Suppliers to Purchase Orders.

    PROD_PO_CreatePurchaseOrderPage_MRK.png

    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)

  5. Enter any Product SKUs, update the quantity for each SKU, and add any Notes you need.

    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. You can only add existing Suppliers to Purchase Orders.

    Boxes highlight the required fields: Enter SKU, Quantity, and optional Notes field

  6. Click the Create Purchase Order button when you are ready to finalize your purchase order.

    Caution

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

    Box highlights Button to create Purchase Order, next to Cancel button.

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.

You can, however, 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 PRODUCTS and select CATALOG from the drop-down.

    NAV_PROD_Catalog_MRK.png

  2. Select the products with multiple variants on the PRODUCT CATALOG page that you want to add to a Purchase Order, and click on the product Name.

    PROD_PO_Multivariant_Name_MRK.png

  3. Scroll down to the Product Variants associated with the product and click on a single variant.

    This will bring you to the PRODUCT DETAILS page.

    Box highlights a variant name and details: Chaz Kangaroo hoodie size X S in Black

  4. Click on the Suppliers tab of the PRODUCT DETAILS page, and then select Create under the Purchase Orders column.

    PROD_PO_ProdDetail_PO_Create_BTN_MRK.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.

    Verify the Product Variants that you have added.

    PROD_PO_ProdDET_POItems_SKUField_MRK.png

  6. Click the Create Purchase Order button when you are ready to finalize your purchase order.

    Caution

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

    Box highlights Button to create Purchase Order, next to Cancel button.

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. Click PRODUCTS and select SUPPLIERS from the navigation bar.

    Side navigation bar with the Products section expanded and Suppliers highlighted

  2. Click on the Supplier you want to make a Purchase Order for.

    Box highlights supplier's name in blue under Name column

  3. Scroll down to the Products section and click Create next to the product you would like to create a purchase order for.

    PROD_Suppliers_SupplierName_PROD_CreatePO_MRK.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.

    PROD_Suppliers_PO-ITems_Update_MRK.png

  5. Click the Create Purchase Order button when you are ready to finalize your purchase order.

    Caution

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

    Box highlights Button to create Purchase Order, next to Cancel button.

Duplicate a Purchase Order from a Supplier's order history

  1. Click PRODUCTS and select SUPPLIERS from the navigation bar.

    Side navigation bar with the Products section expanded and Suppliers highlighted

  2. Click on the Supplier you want to make a Purchase Order for.

    Box highlights supplier's name in blue under Name column

  3. Scroll to the Purchase Orders section and select Duplicate ICON_Duplicate.pngfrom the Actions on the right for the Purchase Order you want to duplicate.

    PROD_Supplier_PO_Duplicate_MRK.png

    You will be directed to the Duplicate PO page. Here you will see a copy of the duplicated Purchase Order's details.

  4. Enter, veriify, and update any specific details for the new Purchase Order, as necessary.

    • Order Date

    • Expected Delivery Date

    • Carrier

    • Shipping Method

    • Tracking Number

    PROD_PO_DuplicatePO_MRK.png

  5. Enter any Product SKUs, update the quantity for each SKU, and add any Notes you need.

    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. You can only add existing Suppliers to Purchase Orders.

    Boxes highlight the required fields: Enter SKU, Quantity, and optional Notes field

  6. Click the Create Purchase Order button when you are ready to finalize your purchase order.

    Caution

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

    Box highlights Button to create Purchase Order, next to Cancel button.

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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  • purchase
  • inventory
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  • PO