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.
You can access your Purchase Order Screen by either clicking the New Purchase Order button on your Menu Screen, searching for an existing purchase order by clicking the Find button under the New Purchase Order button, or clicking the List All button under the New Purchase button on your screen and selecting the purchase order you’d like to view. This will take you to the Purchase Order Screen – Order Creation screen.
Close/Home: These buttons will exit out of the screen and bring you back to the Menu Screen. Your work will be saved automatically.
New Vendor: Clicking this button will bring you to the Vendor/Consignor/Manufacturer Entry screen, where you can add a new vendor to your PayGo system.
For more information on adding vendors, see Adding New Vendors to PayGo.
New Inventory: This button will bring you to the Inventory Quick Add Screen, where you can add new inventory to your PayGo system.
For more information on adding items, see Adding Inventory to PayGo with the Inventory Quick Add Screen.
Items Needed: If you have added a vendor to the Vendor Information box, this button will open the Find Screen where you can check if you have any items from this vender that need to be reordered, as based on their set minimum and maximum inventory counts. This can be changed or added via each inventory item’s Inventory Screen.
For more information on the inventory screen, see Inventory Screen – Basics.
All Items: If you have added a vendor to the Vendor Information box, this button will open the Inventory Items search screen, where you can see a list of every inventory item you purchase from that vendor.
Import File: This will open the Import PO Buddy screen, where you can upload an inventory spreadsheet. Recommended files include:
Commit PO: This will post the purchase order and change its status to Waiting to Receive Order.
Vendor Information box
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.
Order Information Box
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. If you have an invoice through PayGo that you’d like to link to the purchase order, you can add a link to that in the Invoice Link field by clicking the blue Check Mark icon to the right of the field. When an invoice ID is added to this field, you can click on it to automatically open the invoice in a new window.
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.
Search for Item Box
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:
The items on your purchase order will appear in the list below.
Items that have been added to your purchase order will appear in the item list at the bottom of your screen. Items are organized by:
Qty: How many of the item you would like to order.
OnHand: How many of the item you already have onhand.
OnHold: How many of the item you have on hold.
QO (Quantity Ordering On?): This will indicate if you have quantity ordering for the item on. This feature can be set in the item’s Inventory Screen.
Item ID: This is the item’s ID number.
Matrix: if you have set the style in the Style column, clicking the Matrix button in this column will create a matrix displaying all items in your system within that style. You are able to add items to your item list from the matrix.
Style/Size/Color: These three columns will indicate the item’s style, size and color.
Vendor SKU: This is the SKU the vendor has specified for ordering.
Item Name: The inventory item’s name.
Cost: This is the vendor’s cost for the item.
Disc (Discount) %: If you get a discount for this item, you can enter it here in the form of a percentage.
Disc: This will show your adjusted cost based on the percentage discount.
Ext Cost: This will display the extended cost of the item based on how many you are ordering.
Retail: This is how much you sell the item for in your store.
Notes: If you have any notes for this item, click the Speech Bubble icon in this column to add them to the purchase order. Clicking this will open a pop-up box with a field for the Note, as well as a field for the Date Item Expected.
Trash Icon: If you decide not to order an item in the list, click the Trash icon at the end of each line item to delete it from the list.
Note: If you would like to delete all items from this list, click the Trash icon above the item list.