How Do I Use the Purchase Order Tab?

The Purchase Orders tab will let you view all your purchase orders and QuoteWerks orders on one screen. You can quickly filter by date, vendor, and order status. You can also leave these fields blank to view all available documents.

Each purchase order will list the order date, vendor, PO number, PO RefID, status, document sales rep, and the PO description. Right-clicking on a purchase order will also let you delete that purchase order if you need to remove it from the Purchase Order tab. Typically, this is due to the order being canceled, or if you want to replace it with a different purchase order.

NOTE: You'll need to have the Access Right of NonMasterRightsUser_CanDeletePurchaseOrders set to use this feature.

The buttons allow you to quickly email your customer an updated PO Status. The allows you to email the PO Status to customer(s) for the selected PO. The allows you to E-mail PO status to customer(s) for all updated POs. With this you can update ETA dates, and receive inventory of multiple Purchase Orders, and when you click this button emails will be sent out to all customers that are affected by the PO changes you made since the last time you clicked this button! This is a huge time saver and reduces many of the "where is my order?" type of questions you receive by email and phone from your customers. The email body HTML and email can be fully customized and include tracking and serial numbers in the E-Mail Template Manager.

Purchase Order Statuses

Once you have set your search criteria, a list of the matching open POs will become available under the Purchase Order panel along with their shipment status and fulfillment status.

Shipment Status

The shipment status will display the shipping status of each PO. A description of each status is listed below.

Submitted

The PO has been submitted for purchasing but none of the items have been shipped.

Partial Shipped

One or more of the items have shipped on the order. If you are managing the items manually, once an item has been received, the status will update to Partial Shipped.

Shipped

All items from the order have shipped.

Backordered

Any individual item that has been backordered will display the status of backordered in the PO document.

Canceled

Right-clicking on a PO in the Purchase Order Panel will allow users to cancel a PO. Canceling a PO will update the Shipment Status as "Canceled", but will NOT cancel the order with the vendor. This simply updates the status in QuoteWerks. If you need to cancel the order with the vendor, you will need to contact your vendor directly.

Email Tracking Numbers

Right-clicking on a PO will also provide the option to email the tracking numbers for all the items in the PO.

NOTE: For D&H users, orders with a status of "Non Stock Invoice Complete" will have the QTYShipped automatically set to QTYOrdered amount. This status is specifically for the orders that are license and warranty orders that do not result in any physical shipping.

Fulfillment Status

The fulfillment status will display the status of each open PO on the Purchase Orders panel (received, partial received, not received). This status will update automatically as you begin receiving items in QuoteWerks.

Not Received - None of the items on the PO have been received.
Partial Shipped - One or more of the items have been received on the order.
Fully Received - All items from the order have been received.

If you want to remove the fulfillment status of a particular item, right-click on the item and select "Remove FulfillmentItem Record (Override)". This will let you manually change the fulfillment status of the selected item and remove all serial number and received records for the item.

NOTE: For D&H users, if no fulfillment item data was returned for a PO item, the option to Mark as Shipped (Override) will automatically create a fulfillment record if it did not exist. This will result in the ability to have the PO status become "Shipped" instead of "Partial Shipped".

Editing, Closing, Canceling, and Deleting a PO

You can also right-click on a purchase order from the purchase order list and click one of the following:

Copy PO to copy the PO number to the clipboard.
Edit PO to change the purchase order's Ref ID, Description, and ShipTo information (ShipTo can only be edited if PO was manually created). This can also be accessed by double-clicking on the PO.
Update PO ETA This will update the ETA date to the same date for all the items in the PO.
Email PO to email the PO from this PO Tab
Save PO as PDF to save this PO as a PDF document. You can also use this option to physically print the PO.
Close PO to close the purchase order
Cancel PO to cancel the purchase order
Delete to remove the purchase order

IMPORTANT: Canceling a PO will not cancel the order with the vendor. It simply updates the fulfillment status to "Canceled". You will still need to contact your vendor to cancel the order to keep it from being processed.

After you've received all items and possibly after the job has been completed and billed, you can use Close PO to flag the purchase order so it no longer appears in the Purchase Order window. There is an accompanying checkbox filter, Include Closed POs, on both the Purchase Orders and Ordered Items tab that you can use to retrieve an older closed purchase order.

If you click Delete, you'll see the following dialog box:

Read the text, then click Yes, No, or Cancel, depending on your preference.

NOTE: Typically, you should only delete a purchase order if you've canceled the corresponding order or need to replace it with a different purchase order

Email PO, Email PO Status to Customer(s), Email Internal PO Status

Right-clicking on a PO will also let users email the PO directly from the purchase order list, email an internal status, and email your customers an updated PO Status. These will generate an HTML formatted Purchase Order and pre-fill the Send Email window with it.

E-Mail PO

You can use this to email purchase orders to your vendors.

You can select from a list of Vendor email addresses on the quote or from all available Vendor email addresses in QuoteWerks by selecting the icon.

You can edit the format of this PO email by navigating to Setup -> Email Template Manager, then the HTML Templates tab and selecting the PurchasingPO template. It is fully customizable.

E-Mail PO Status to customer(s)

You can use this to email status information to your customers about the items ordered for them on the Purchase Order. The HTML template and email can be fully customized and including tracking and serial numbers. Since your Purchase Orders can contain items from different customers, this feature will send each of those customers status updates on only their items on the Purchase order related to them. There is also a grid toolbar button for this action in addition to the right click menu.

You can edit the format of this PO email by navigating to Setup -> Email Template Manager, then the HTML Templates tab and selecting the PurchasingCustomerOrderStatus template. It is fully customizable.

E-Mail Internal PO Status

You can use this to email status information about the purchase order internally. The HTML template and email can be fully customized and including tracking and serial numbers.

You can edit the format of this PO email by navigating to Setup -> Email Template Manager, then the HTML Templates tab and selecting the PurchasingPOInternalStatus template. It is fully customizable.

Save PO as PDF

Right-clicking on a PO will let you save as PDF. This will open a separate tab with the PO in PDF format. From here you can save or print the PO.

Purchase Order Items

When you select a Purchase Order from the list, the items on that purchase order will be listed below. Each part will have a status update on the item. You'll be able to see whether the item has shipped, as well as the quantity, quantity shipped, tracking number, warehouse shipped from, date shipped, and the serial number (if applicable). You also have the option of marking an item as received once you've received it.

See Managing Purchase Order Items for more information on purchase order items.