Introducing the Enhanced Purchase Order: Mirroring Sales Orders for Seamless Vendor Communication

Tyler MacDonald Updated by Tyler MacDonald

Overview

In response to customer feedback and the need for more streamlined communication with vendors, shopVOX is excited to introduce a new Purchase Order (PO) format that mirrors your Sales Orders (SO). This enhancement simplifies the purchasing process by allowing you to create POs that directly reflect the structure of your Sales Orders, ensuring that your subcontractors receive clear, detailed instructions on what products to produce, along with their associated costs.

What It Does

The new PO format in shopVOX is designed to replicate the exact line item structure of your Sales Orders, but with a key difference: instead of showing the unit price, the PO displays the unit cost. This ensures that your vendors can see precisely what you need, in the quantities specified, without the confusion of itemized breakdowns for products, materials, and labor.

Key Features:

  • Mirrored Structure: The PO mirrors the SO, keeping the line items identical.
  • Unit Cost Display: The unit cost for each item is displayed in place of the unit price.
  • Clear Communication: By preserving the structure of the SO, this PO format provides your vendors with an easy-to-understand document that details exactly what they need to produce.

Why You Might Need It

For companies that rely on subcontractors to fulfill orders, clear and concise communication is crucial. The traditional PO format, which breaks down items into separate products, materials, and labor rates, can lead to confusion and errors, especially for complex orders with multiple line items.

Benefits:

  • Improved Accuracy: By providing vendors with a PO that looks exactly like the SO, you reduce the risk of misunderstandings or mistakes.
  • Efficiency: Subcontractors can see at a glance what they need to produce, along with the total cost for each item, allowing them to work more efficiently.
  • Better Vendor Relationships: Clearer instructions lead to fewer errors, faster production times, and stronger relationships with your vendors.

How to Access the Enhanced Purchase Order

To use the new mirrored Purchase Order format, follow these simple steps:

  1. Create a Sales Order: Begin by creating a Sales Order in shopVOX as you normally would, adding in your apparel products
  2. Generate the Purchase Order:
    • Navigate to the "Purchasing" option within the Sales Order.
    • Select All, or whatever you would like on the Purchase Order, followed by "Purchase Selected Items"
    • Review your order, update any options, the click "New Purchase Order"
    • shopVOX will automatically generate the PO Transaction for you, with all the line items.
    • with the same line item structure as your SO, replacing unit prices with unit costs.
  3. Review and Finalize:
    • Review the PO to ensure that all details are correct.
    • Make any necessary adjustments before finalizing the PO.
  4. Export and Send:
    • Once finalized, export the PO as a PDF. Got to the blue action button, and then select "Outsourced PO 2"
    • Send the PO to your vendor or subcontractor, knowing that they will receive a document that clearly outlines what they need to produce.

Conclusion

The new mirrored Purchase Order format is designed to make your purchasing process smoother and more efficient, particularly when working with subcontractors. By replicating the structure of your Sales Orders, this feature ensures that your vendors receive clear and accurate instructions, reducing the risk of errors and improving overall production timelines.

For any questions or additional support, please refer to our detailed guides or contact shopVOX customer support.

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