Your PayGo system is designed to keep all aspects of your business running smoothly, and naturally that extends to your ordering systems. With PayGo, you are able to create & commit purchase orders, add new inventory, and ensure that your store is always stocked with your most important items, all in one simple-to-use place.
Creating a New Purchase Order
From your Menu button, select your central Purchase Order screen, and click the New Purchase Order button at the top of the screen. This will take you to the Order Creation – Purchase Order screen.
In the Vendor Information box, you will see two tabs: Name and Summary. In the Name tab, enter the vendor name and information.
In the Summary tab, you can view the Account Number, Payment Terms, and On Order Balance associated with the vendor selected. Both the Account Number and Payment Terms fields are populated by the information provided in the Vendor/Consignor/Manufacturer Entry screen. To view the On Order Balance for the specified vendor, click on the word Set next to the field.
In the Order Information box, you are able to enter shipping and payment information for this purchase order under three tabs: Order Info, Ship To, and Bill To.
The Order Info tab is where you can enter details about when the order has been placed, when it should arrive, which store the order is for, and information on any possible order cancellation. In the Ship To tab, you are able to set where the purchase order is being sent. And in the Bill To tab, you can set who will be paying for the purchase order.
The Totals box is where you will set all cost information, from discounts to shipping and handling costs to any possible insurance paid on the shipment.
Adding Items to a Purchase Order
After a vendor has been assigned to the Purchase Order using the fields in the Vendor Information box, items can be searched for and added to the Purchase Order.
To find an item that you have previously ordered using PayGo’s Purchase Order tools, enter the item’s information in the Item field, located in the Search For Item box. To perform a search, click anywhere outside of the field and you will be taken to the Inventory Items screen where all items meeting your search terms will be listed. On this screen, you can click the Omit Discontnd button to omit all discontinued items from the search. You can also sort the item list by clicking the Sort button, which will take you to a pop-up screen where you can choose how you would like to sort.
From there, you can add items to your purchase order in a few ways:
For more information on adding inventory, see Add Consignment Inventory.
If you are reordering items that you have previously set with a minimum on-hand amount in the Inventory Screen, you can use the Items Needed button at the top of the screen to show you how many of those items need to be ordered to fulfill your minimums. To use this tool, click the Items Needed button. It will take you to the Inventory Items screen, which will have the items listed. To add a single item to the purchase order from this screen, click the plus button to the left of each item listed. If you would like to add several items from this list, type in the number of each item you would like to order in the Set Qty field, and click the Add button at the top right of the screen. The items will be added to your purchase order.
You can also see what items you have ordered from the vendor you have selected by clicking the All Items button. This will take you to the Inventory Items screen, which will show you a complete list of items you have ordered from this vendor.
If you keep your inventory lists on any kind of file-making program or spreadsheet, you can choose to import the file by clicking the Import File button at the top of the screen. This will take you to the Import Buddy screen.
Recommended files include:
When all items have been added to the purchase order, click the Commit PO button at the top right of the Purchase Order Screen. A pop-up box will ask if you would like to print out the purchase order, and you can either choose to Print or Skip. Another pop-up box will state that your purchase order has been committed.
Note: Closing a purchase order without posting it will save all information you have entered. Purchase orders that have not been posted can be found by clicking the Open POs button on your central Purchase Orders screen.
Receiving a Purchase Order
To search for an open purchase order, click the Waiting to Receive button on your central Purchase Orders screen. This will take you to the Purchase Order List screen sorted by the Waiting to Receive Order status, where you can select the purchase order you wish to receive.
On the Receiving & Close Out Order screen, you will see the Vendor Information, Order Information and Totals boxes that were filled out when the purchase order was created. At the lower half of the screen, there are boxes for Receiving Information and Vendor Invoice Info.
In the Receiving Information box, there are a few different ways you can choose to receive your items.
You can print out labels for the items you have received by clicking the Print Label on Scan box at the top of the Check In List screen.
In the Vendor Invoice Info box, you can enter the purchase order Invoice #, Amount to pay for the order, and Date to Apply. If you have added in the Shipping/Freight, Insurance, and Handling fields in the Totals box above, you can click the Allocate Shipping button to factor shipping costs into each item received.
When all items have been received, click the Post PO button at the top of the screen. This will close your Purchase Order.
Finding a Closed Purchase Order
To search for a closed purchase order, you can use the search boxes on the left of your central Purchase Orders screen.
Returning a Purchase Order to the Vendor
To return a purchase order to the vendor, click the New Return to Vendor button on your central Purchase Orders screen. This will take you to the Return to Vendor – Purchase Order screen. This screen is structured in the same way as the Order Creation – Purchase Order screen, with a few variations. In this screen, there is a Vendor Invoice Info box, where you will record a credit memo as well as a date to apply it. You can also print out, email, or save a PDF report of this return by selecting from the Print Output field in the Order Information box.
The Search for Item box in this screen works in much the same way as it does when you are adding items to a new purchase order, except when items are added in this field, they will show up as a negative amount, thereby taking the items out of your inventory. When all information has been entered, click the Post button. This will mark the purchase order as closed, with all items removed from your inventory.
For more information, try these articles:
Performing Physical Inventory in PayGo
Sales Screen Buttons and Fields
Define Departments: Keep Your Inventory Organized with PayGo