Creating a Purchase Order
Purchase orders in Boatyard are for internal organizational purposes only. They are not automatically sent to your vendors through the platform.
By creating a purchase order in Boatyard, you establish a record of the order and generate a purchase order number. You can then use this number to manually place your order on your vendor’s website.
Boatyard helps you track and organize your purchase orders, but you will need to submit the order directly through your vendor’s system.
You can add as many parts as you need to your purchase order.
To create a purchase order, navigate to the parts section of your dashboard, ➡️ and then click on "Purchase Orders."
Click the orange "New PO" button in the top right corner to start creating a new purchase order.
Select a Vendor:
A pop-up will appear, prompting you to choose a vendor.
Note: You must select a specific vendor for each purchase order. You can only upload parts for one vendor at a time.
Add Parts to the Purchase Order:
Click "Add a New Part" and fill in the required details:
Part Name: For example, BEARING.
Reason: Indicate why the part is being added—either to add it to stock or for internal purposes (like a work order).
Quantity: Specify the number of parts, such as 10 bearings.
Cost: The system will auto-fill the default cost for the part, but you can adjust it if the price has changed.
Manual Adjustments:
You can also manually add tax and shipping costs, which may vary depending on the vendor (e.g., Nautique).
Edit or Delete Parts:
If needed, you can edit or delete parts before finalizing the purchase order.
Placing an Order
Once you've added all parts to the purchase order:
Submit the Order: Click "Order Parts." This changes the status from "Draft" to "Ordered."
Add Confirmation Number: After placing the order, the vendor will provide a confirmation number. You can enter this in the system alongside the purchase order number for tracking.
Set ETA: You can also set an estimated time of arrival (ETA) for each part.
Receiving Parts
Once the parts have arrived:
Locate the Purchase Order: Use the packing slip to find the purchase order number and locate the corresponding order in Boatyard.
Receive Parts:
If you ordered 10 parts but only received 8, enter the quantity received and specify the storage locations (e.g., Shelves 1 and 2).
The system will show the order as "Partially Received" if fewer parts were received than ordered.
If you've received all parts, the status will change to "Completed."
Correcting Errors: If you made a mistake in receiving, you can reset the quantities and start the receiving process again.
Printing Labels
After completing a purchase order, you can print labels for the received parts.
Print Labels: If the parts come in a single bag or box, you can print one label for all. There is a standard label size, and you can use a label printer if available.
Viewing and Managing Purchase Orders
Track Purchase Orders: In the "Purchase Orders" section, you can view:
Draft Orders: Orders that have been created but not yet placed.
Ordered: Orders that have been placed with the vendor but not fully received.
Completed: Orders that have been fully received.
Filter by Status or Date: You can filter purchase orders by status (draft, ordered, completed) or by date.
This process covers the full lifecycle of a purchase order—creating, ordering, receiving, and managing parts inventory in Boatyard.