What is a purchase order?
A Purchase Order is a document between a buyer and a seller that explains what product was purchased and at an agreed upon rate. It will show what quantities were purchased, the cost/unit (wholesale price) pricing, and breaks down excise tax. A purchase order is used anytime you purchase inventory and add new inventory to the system. This should be the main action your store takes to add new inventory into the system.
If you want to keep track of what products you’ve ordered, you can create a purchase order ahead of time. Otherwise, create a purchase order when product arrives from an incoming transfer.
BEFORE CREATING A PURCHASE ORDER, make sure all of your products have been created.
Create a Purchase Order from an Incoming Transfer
Receive transfer in the METRC website after confirming that all quantities you received physically and digitally are correct. Once you hit transfer in METRC, the packages will flow into Meadow within minutes. Click the METRC tab > Select Incoming Transfers.
Find the transfer you want to create a Purchase order from by identifying the Manifest number, or by recognizing the packages.
💡 Is your transfer taking a long time to sync with Meadow? Click sync transfers.
After you've found your transfer, click the 3 dots in the right hand corner. Best practice is to begin this way rather than creating a purchase order based off of individual packages. Click Create Purchase order from Transfer.
Select one line per METRC package: Match the Package name with your Meadow Product. The product selector will populate by brand and/or name.
Click Start Purchase Order.
Select Vendor, Expected at date, Payment terms, and include any notes you might want to remember.
The quantities are pulled directly from the transfer in METRC. There is no need to adjust these.
Insert your cost/unit pricing here that you would find on your external invoice. Be sure that the total on your invoice matches your Purchase Order total in Meadow for accounting purposes. If there is an issue, it may require some trouble shooting:
Did you enter your cost/unit pricing correctly?
Do the product quantities (that were pulled from the Manifest) match what is printed on your invoice?
Are you including an accessory that is not METRC tracked that would need to be added manually?
Is there a credit on this invoice? Add an adjustment by clicking the Add Adjustment button. You can include a discount per line item or on the entire order. (See more below)
Save changes by selecting “Create Purchase Order,” so you can edit the following values. To access these changes, head back to “Order Details.”
Add Shipping/handling charge at the bottom of the purchase order if necessary, excise tax is charged however if you need to edit that tax, you can adjust that here.
Upload an external invoice file.
Continuing onto the Receptions tab:
This is your last chance to confirm, before you receive products, that you have an accurate total on the Order Details page, because after the Receptions tab you cannot adjust the figures on Order Details.
Match the correct line item with the correct package.
Insert expiration date
Select inventory location you would like to receive the product into
What if you make a mistake? Once a product has been received on the receptions tab, it is considered non-editable/final inside Order Details.
Delete the reception by clicking the RED X. You can only do this with an open Purchase Order, and before that package has been sold or transferred to a new inventory location.
PO Statuses: Open or closed, Paid or Unpaid
Purchase order can be closed once everything has been received, no further adjustments need to be made (besides future payments, you can always come back and add this update!💰 ) and a user wishes to close the ability to edit.
Purchase order is open if you are waiting for a delivery or still working on receiving products
Speaking of Payments... 💰
Add payments here, and Meadow will record who submitted a payment and on what date.
Autofill if paid in full
Add Vendor Credit
Add notes
Paid, Partial, or Unpaid will populate in the Purchase order title.
Create a Purchase order for Accessories/Non-METRC items, or Create a PO ahead of time.
Inventory tab > Purchases > New purchase
Select vendor
Begin to add your products
For accessories, excise tax is $0
🤷 Common Mistakes
"I assigned the wrong package to the wrong product"
Re-open the purchase order
Delete reception on Receptions tab by clicking the Red X
Head back to Order Details, click the red X, and manually enter the new product you wish receive that package into.
If the Purchase Order does not let you delete the reception of that product, it is because that package has been transferred to another inventory location, or an adjustment to that package has been made through a sale. In this case, the best option is to Void the Package.
Void a package if you have made a package reception error or if you would like to remove a package from Meadow.
Find the package in Meadow and click the "View" button
Click the three dots in the top right corner and select "Void Package."
3. Enter the reason for voiding the package.
Set recreate as ready to yes if you would like to receive the package under a different product in Meadow. Set to No if you would like the package to be gone from Meadow.
4. If the package is recreated in Meadow, it will be put in the "Ready" state and the package quantity will be updated to match Metrc. You can now receive the package again using a purchase order, this time to the correct product.
Please note:
Packages can't be voided if they are on an order that hasn't been reported to Metrc or an open PO. If you see such a warning, remove the package from any unreported order or close any open PO first, then void the package.
Voiding a package can't be undone. If you select "No" for recreate as ready, the package will disappear from Meadow.
“I'm supposed to receive 40 units from my Distro but the transfer only says 39!”
There are a few options here:
Reconcile in/out: Only for small adjustments because this counts against your shop’s variance
💡 What is a variance?Create purchase order entirely
Select product that needs to be adjusted
Inventory > New Reconciliation
Adjust Initial Amount
Before beginning your Purchase order, locate Package inside METRC tab and select it.
Click the 3 dots in the right hand corner. Select Adjust initial amount.
Select Metrc Adjustment Reason from the drop down menu.
For large changes, or for adjustments that you want the Distro to handle, send an outgoing transfer and ask them to resend a new package with the accurate amount.
"Distro sent me 20 1/8ths for retail and 1 1/8th as a sample, but the package reflects 21 total."
You have a few options here:
Create a new package (see above) and split the 21st off
Reconcile as Display sample
Tip 💡 Tell your distributors what you prefer and they should be able to accommodate you on your next order.
❎ Can I delete a Purchase Order?
No, you cannot delete a purchase order, but there are some workarounds
Recycle ♻️
Open a PO you want to delete
Remove all receptions
Add new products to it and continue through the process
Zero it out
Zero out the receptions
Remove amounts
Close with unreceived line items
Can I combine a Purchase Order with another?
No, you cannot combine a purchase order, but there is one work around
Create purchase order from incoming transfer
Manually add the products from the other transfer on the Order details page
Search and select packages to match them manually on the Receptions tab
If you’ve already completed both Purchase orders separately, one would need to be zeroed out/eventually recycled, then follow these steps.
📈 Reporting
Inventory > Vendors > Select the vendor and view your most recent purchase orders and outstanding balances.
Search by specific vendor
Purchase Orders Report
Reports > Purchase orders > Enable macros
Column L is outstanding balances
Sort by vendor, alphabetical, highest outstanding amount, date, etc.