Create a Purchase Order

Create a purchase order is the final step in the Quick Start process. When you create the purchase order, you can verify inventory, add products to the order, and select your shipping method.

Create a Purchase Order for connected suppliers (see below for external suppliers):

1. Go to the Contacts list and open the contact for whom you need to fulfill the quote.
   
   If you quoted products from multiple suppliers, each supplier (including external suppliers) will appear on a separate tab. You will need to create a purchase order for each supplier separately.
   
   
   
   
2. Expand the related project and click on the related quote to open it.
   
   
   
   
3. Select the tab for the desired supplier (if there is more than one) and click Create purchase order. 
   
   
   
   
   The Purchase order view will open:
   
   
   
   

There are 5 steps to completing the purchase order:

1. Order Summary
   
   Take a moment to verify the information is accurate. 
   
   
   • Remember that this view shows the net price while the quote shows the retail price.
   • Select whether to require a digital art proof. This option will not be available if there is not decoration on the product.
   • Double-check the quantities.
   • Click Check inventory to make sure the product is still available. If not, you will need to work with your client to adjust the order.
   • Click Save and continue or click Add products (Manually add product for external supplier) if you want to add additional items to the order for the client, or for your own purposes. For example, if you know your client needs a certain number of an item that might be damaged in shipping, you can order a couple of extra to make sure there are enough intact items for your client.
   • Click Set up to edit a product if needed, then click Save and continue.
     
     
2. Shipping Details
   
   
   • Enter Shipping details and click Save and continue.
     
     
3. Shipping method
   
   
   • Choose your shipping method. This will be either your own account information or use the slider to select the supplier's shipping options.
     
     In-hands date represents the date by which your client must have the order. Keep in mind that there may be an extra charge for firm dates.
     
     
     
     
   • After selecting shipping and in-hands options, click Save and continue to view the final purchase order.
     
     
4. Preview and submit
   
   
   • Review the information to make sure it is accurate and click Submit purchase order at the bottom of the screen.
     
     A popup will appear to let you know whether or not inventory is available.
     
     If inventory is not available, you have the option to Place order anyway to place the order in the backorder queue.
     
     
5. Confirmation
   
   A popup will appear to let you know the purchase order is being processed or if the order is rejected by the order is rejected. If the order is rejected, it is returned to Draft status for editing.
   
   You will receive an email message when the request has been accepted by the supplier.

You can now return to the client's project to see that there is now both a quote and a related purchase order.



From here you can view status for the purchase order. This will change as the purchase order progresses through the supplier system.

Status for purchase orders are automatically updated through the supplier system; however, you must update the status for quotes manually.

Create a Purchase Order for external suppliers 

1. Go to the Contacts list and open the contact for whom you need to fulfill the quote.
   
   If you quoted products from multiple suppliers, each supplier (including external suppliers) will appear on a separate tab. You will need to create a purchase order for each supplier separately.
   
   
   
   
2. Expand the related project and click on the related quote to open it.
   
   
3. Select the tab for the desired supplier (if there is more than one) and click Create purchase order.
   
   
   
   The Purchase order view will open:
   
   
   
   Note that Check Inventory is not available for external supplier purchase orders.
   
   
4. Take a moment to verify the information is accurate. 
   
   
   1. Remember that this view shows the net price while the quote shows the retail price.
   2. Double-check the quantities.
      
      
5. Click Add products (Manually add product for external suppliers) if you want to add additional items to the order for the client, or for your own purposes. For example, if you know your client needs a certain number of an item that might be damaged in shipping, you can order a couple of extra to make sure there are enough intact items for your client.
   
   
   1. Click Set up to edit a product.
   2. Click Save and continue.
      
      
6. Choose your shipping method. This will be either your own account information or use the slider to select the suppliers shipping options.
   
   In-hands date represents the date by which your client must have the order. Keep in mind that there may be an extra charge for firm dates.
   
   
   
   
7. After selecting shipping and in-hands options, click Save and continue to view the final purchase order.
   
   
8. Review the information to make sure it is accurate, and click Submit purchase order at the bottom of the screen.
   
   A popup will appear to let you know the purchase order has been completed and to provide a share link for you to send to the supplier.
   
   
   
   
9. Return to the client's project to see that there is now both a quote and a related purchase order.
   
   
   
   Status updates are not automatic for external suppliers.

Updated August 28, 2024 19:31