Purchase Orders - How to Add Materials and Products to a Purchase Order in shopVOX PRO for the Inventory Add-on

Tyler MacDonald Updated by Tyler MacDonald

Purchase orders play a crucial role in managing inventory and ensuring a smooth workflow for businesses. In shopVOX PRO, the process of adding materials and products to a purchase order is simple and efficient. This guide will walk you through the steps to create a new purchase order and add the necessary materials and products.

Creating a New Purchase Order

  1. From the upper right of the top menu select the green +
  2. Click on the "New Purchase Order" button.
  3. Select the desired "Vendor".
  4. Select the "State"
  5. Choose or add the "Shipping Address"
  6. Choose "Purchase Oder Date"
  7. You can select "Show All Fields" if you have more information to enter at the beginning of your purchase order.
  8. Entering information into all fields at this point is optional, although they are available for input if you possess the relevant information.
  9. Click "Save & Add First Line" Item to proceed.
  10. This is what the Purchase Order looks like. It is similar to how all the transaction screens look in shopVOX. Take note of some key areas we will cover highlighted in yellow.

Add New Line Items to your Purchase Order

Click on the "Add New Line Item" and lets fill in the details

  1. Name: Enter a descriptive name for this item, which will be displayed on the purchase order. Choose a name that clearly identifies the item and its purpose.
  2. Quantity: Specify the quantity you would like to order.
  3. Select Type: Indicate whether the item is a Material or Product.
  4. Select Category: Choose the appropriate category for the Material or Product.
  5. Material/Product: Choose the specific Material or Product you wish to order.
  6. Units: Select the units in which you will be purchasing the item.
  7. Description: Provide any additional details or description about the item.
  8. Note: Add a note if necessary.
Note: Every detail in this section of the purchase order will be visible when you email or download it as a PDF.

Customer and Payments

Next, let's include details about the customer and payment information in the purchase order.

  1. Customer Name: The name of the individual or company making the purchase.
  2. Payment Method: The chosen way of making a payment, such as credit card, bank transfer, or cash.
  3. Shipping Tracking: A unique identifier or number that allows you to track the shipment of the ordered items.
  4. Part Number: A specific alphanumeric code assigned to a product or component for easy identification.
  5. Chart of Accounts: A systematic list of all accounts used by a business, categorized for financial record-keeping and reporting.

Purchase Tracking

Click "+Add Sales Order" to add as many Sales Orders to this Purchase order

  1. Sales Order: Choose the unique Sales Order Number associated with the transaction.
  2. Line Items: Select the specific items or products related to this order from the available list.
  3. Quantity: Enter the quantity specifying how much of the ordered amount will be consumed by this line item.

Current + Other Vendors Price List

There is a final section which lists all the Current and Other Vendors Price List for you to reference. When complete click "Save"

Review Line Items in Your New Purchase Orders

When you click save. You will be brought back to the Purchase Order Transaction Screen, where you can see the finalize line item. You can continue to add new line items and once complete its a good idea to review and finalize your Purchase Order.

Review and Finalize

  1. Double-check the purchase order to ensure all materials and products are accurately listed.
  2. Verify quantities, prices, and any additional details.
  3. If everything is correct, save the final version of the purchase order.

Sending the Purchase Order

  1. After finalizing the purchase order, you can choose to send it directly to the supplier through shopVOX PRO.
  2. Click on 'Email PDF'; alternatively, you can download it and send it via your Gmail or Outlook."
  3. From the Email PDF screen fill in all the information. Then click "Send"
  4. After sending you can click on the "Emails" Tab, to see the email, and if the Vendor has viewed it.
  5. You can also look at the "History" Tab to see when the email was sent, and when it was viewed

Congratulations! You've successfully created a new purchase order in shopVOX PRO, including the addition of materials and products. This streamlined process enhances efficiency in and ensures a smooth procurement workflow.

After sending to Vendor, "Marked Ordered"

  1. Simply clicking "Marked Ordered" lets the system know that your Purchase Order is our for fulfillment.
  2. You can select "Ive already ordered these items", and fill in a corresponding Vendor Order ID, then click "Mark Ordered"
  3. You will notice that the Status changed, from "Draft" to "Ordered"

Receiving the Purchase Ordered Materials or Products with the Inventory Add-On

When the items from the Purchase Order have been received. You will need to create a "Material Receipt"

  1. From the Purchase Order you would like to create a material receipt for, go to the blue action button, and select "Material Receipt"
  2. Fill in all the details, most importantly the Quantity received, and click "Create Material Receipt"
  3. You can now review your created material receipt
  4. To go back to your original Purchase Order click the link where you see PO#
  5. From the purchase order you can select the "Material Receipts" tab, to see all the material receipts
  6. Notice the status was updated after the Material Receipt

Post to Accounting

You can post all "Received" purchase orders to accounting.

  1. From the top menu, click "Post to Accounting"
  2. Select the Purchase Order your want to Post, and click "Post selected Purchase Orders"

In conclusion, the purchase order process in shopVOX Pro offers a streamlined and efficient way to manage material and product procurement. From creating a new purchase order to adding essential details such as materials, products, and customer information, the platform ensures a seamless workflow. The ability to review, mark orders, and generate PDFs facilitates clear communication with vendors, while features like tracking and categorization enhance organization. Not only does this system simplify the ordering process, but it also contributes to accurate record-keeping, aiding in financial transparency and inventory management. Embracing the purchase order functionality in shopVOX Pro is a strategic move for businesses aiming to optimize their procurement processes and maintain a well-organized and transparent approach to order fulfillment

Remember, shopVOX PRO may receive updates, so it's always a good idea to refer to the latest documentation or contact support for any new features or changes.

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