Do you need to increase your inventory by placing orders with your vendors? This article will guide you through the simple process of creating purchase orders in Logiwa, so you can get your products and track orders without a hitch.
First, navigate to the Purchase Orders screen.
If you cannot find the screen, please use the Search Option on the menu bar.
Click the Create Purchase Order button.
You'll now go through a 5-step process to create your purchase order.
In the PO Details tab, you'll need to fill in the required fields, marked with an asterisk (*). Click to expand the section below to view explanations for these fields.
PO Details Fields
PO Details Fields
Warehouse*: Required. Select the warehouse this purchase order is for.
Client*: Required. Select the client this purchase order will be created for.
PO Number*: Required. Enter a unique purchase order code (by client), max 50 characters.
PO Type*: Required. Select the category for your purchase orders based on pre-defined types (learn more about creating these here). For each purchase order type, specific attributes can be assigned to further customize and streamline the ordering process.
PO Date*: Automatically filled by the system, required. Refers to the date and time the purchase order was started.
Planned Receiving Date: Select the date and time the purchase order is expected to be received.
Actual Receiving Date: Select the actual date and time the purchase order was received. Can be updated after this initial process.
Planned Arrival Date: Select the date and time the purchase order is expected to arrive.
Actual Arrival Date: Select the actual date and time the purchase order was arrived. Can be updated after this initial process.
Reference Number: If you have another specific code, such as the original Order Code provided by your vendor or other sources, you can enter them in this field. Purchase orders can be searched by this number.
Note: Field for any additional notes needed for this purchase order, max 500 characters.
After you fill the necessary fields, click the Next Step button.
In the Products tab, you will add the products being purchased.
You can also create purchase orders that do not contain items if the Allow Empty Order parameter is enabled for the Purchase Order Type you're using.
To learn more about creating purchase order types, see this article.
The functions that you can fulfill in this section are listed below:
Add SKUs to your purchase order
Search for SKUs that you added previously
Edit an added product
Delete an added product
Create a new product that does not already exist in the system
Monitor the total number of products in the purchase order
Download all the SKUs within the purchase order in an Excel file
To access these features, either enter the SKU to find the product you wish to locate or click the Create New Product button.
You can also add some extra information to the each line within a purchase order, either when adding a SKU or by selecting that SKU and choosing the Edit option. Fields marked with an asterisk (*) are required.
From this sidebar, you can add/change:
Pack Type: Predefined unit name used to track for this product (unit, box, piece, etc.). Learn more about adding pack types here.
Quantity*: Total number of the product being purchased
Price Per Item*: Given price for each item, used to calculate Total Price, which cannot be edited manually.
Received Quantity: Total number of product received.
Receiving Location: Where a product will be received to.
Expiry Date: Expiry date of a product being received.
Lot Batch Number: Lot batch number of a product being received.
LP Type: Predefined LP type that the product will be received to.
LP Number: LP number that the product will be received to.
After you are done with adding this information, select Apply to save your changes.
After adding SKUs, you can download all the SKUs within the purchase order in an Excel file using the Export button.
Once you've added all the products that are necessary, you can proceed by clicking the Next Step button.
From the Vendor tab, you can fulfill the following functions:
Choose the vendor that will fulfill the purchase order.
Create a new vendor that does not exist in the system.
Vendors you have already added to the system will be displayed on this screen. You can select them by checking the box next to the Vendor Display Name.
To add a new vendor, select the Add New Vendor option and fill in the required information. To edit an existing vendor, select the Edit button next to the vendor's name.
After you are done with Vendor section, proceed by clicking the Next Step button.
In the Other Info section, you can add custom fields, which are dynamic fields that you can learn more about here.
To add a custom field, select the Add/Edit Custom Field button and fill in the required information in the Create Custom Field sidebar.
Proceed to the final section by clicking the Next Step button.
In the Confirm section, a summary of your purchase order data will be available for your review. If you notice something that needs to be updated, click the Back button at the bottom left to return to the relevant section.
You can finalize your purchase order by clicking Confirm Purchase Order.
Purchase Order Statuses
It is important to understand the statuses of a purchase order in order to properly manage them. Below are descriptions of the statuses including when they are used in the system and when they may change from one to another.
The purchase order has been created, and no action has been taken afterwards, such as receiving any item within it.
If a purchase order is completed, the purchase order status will be set to Pending if all the received lines are cancelled.
The items within the purchase order have arrived in the warehouse and some of them have begun to be received.
If a purchase order is completed, the purchase order status will be set to Started if one or some, but not all of the received lines are cancelled.
You can also manually set the status of a purchase order to Completed if it has been started.
All the items within the purchase order have been received.
You can return the status of a purchase order to Started after it's been completed.
Purchase orders can be cancelled due to mistakes during creation, incorrect ordering, etc.
Only orders with a pending status can be cancelled, and once a purchase order is cancelled, it cannot be reversed. Learn more about canceling purchase orders here.
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