Purchases

Overview

The Purchases module of SalesPad Cloud is a valuable tool that allows you to manage purchase orders, place new purchase orders with vendors, track previous purchase orders, and more. 

To get started, open the Purchases module by clicking the Purchases icon on the left-hand side of the screen.

Navigation Menu
Create a Purchase Order

To create a new purchase order, click the New Purchase Order button in the upper right-hand portion of the screen. From the dropdown that appears, select your Purchase Order Type.

Dropship purchase orders differ from standard purchase orders in that they are shipped from the vendor directly to the customer, bypassing the need to receive inventory into your company. 

Once Purchase Order Type is selected, you will see your Purchase Order card. Depending on which shipment option you selected, the Doc ID in the top left-hand corner of the screen will vary. This example purchase order uses standard shipping.

Fill out the information fields in your Purchase Order card.

When you create a new purchase order, it is automatically added to the first Workflow Batch in your Purchases Workflow. You can change Workflow Batch, though, in the Workflow field found on the right-hand side of the Purchase Order card.

To add or edit line items in your purchase order, first make sure that you are in the Line Items tab of your purchase order. 

To add line items to your purchase order, click New Line, located just above the grid on the left-hand side of the screen.

To delete a line item in your purchase order, simply select the line and click Delete Lines, located right next to the New Line button.

To edit line item information, simply click into the field you wish to edit and update your line item information. 

For a quick view of current discount and shipping amounts on your purchase order, reference the relevant data field at the bottom of the screen.

To copy a purchase order or set the purchase order as historical, click the More Actions dropdown in the upper right-hand corner and select the appropriate option.

If you have a purchase order that is open because you haven't received the entire quantity, and you will not be receiving the remaining from your vendor, you can use the Set Historical option to close out the purchase order without receiving all of the inventory.

Purchase orders save automatically. You can view each of your existing purchase orders on your grid in the Purchases module window.

Back to Navgation Menu

Link a Purchase Order to a Sales Document

To link a purchase order to a sales document, check the box next to the line items you want to link to a sales document, then click the Link Selected button. The advantage to doing this is your line items will allocate and fulfill when the linked PO is received and that receipt is posted.

The Attach Purchase Order Line to Sales window will appear. Check the box for the Purchase Order Item you want to link to a Sales Document, and the SDs window will auto-populate with open sales documents that have matching backordered line items waiting to be purchased. 

Click the orange Link Qty box and indicate how many items from your purchase order you want to link to this sales document. Click Save in the lower right-hand corner to link the documents.

The sales document will now appear in the Linked Sales Lines tab of your purchase order. 

Receive the purchase order and post the receipt to fulfill the line items on the linked sales document. 

Back to Navigation Menu

Line Item Hint

To quickly view quantity and vendor information for a line item on a purchase order, click the Hint icon on the far right-hand side of your purchase order grid. This hint gives you helpful information to take into account when creating purchase orders. 

Note: If you do not see the Hint icon, open the Columns editor, which is located just above the upper right-hand corner of the grid, and check the box for Line Item Hint (this box will be at the top of the list).

Note: Quantities displayed reflect quantity statuses for the location assigned to this purchase order line. 

Back to Navigation Menu

Receive a Purchase Order

To receive a purchase order, click Receive Purchase Order in the upper right-hand corner of the screen.

Confirm that you want to receive the purchase order in the window that appears.

You will be redirected to the purchase receipt. For more information on purchase receipts and receiving in SalesPad Cloud, please review our Receiving documentation.

Back to Navigation Menu

Purchase Order Status

The purchase order status is visible on the purchase order header and on the lines. It is used as a visual indicator to the user of what actions have taken place on the purchase order. To view the purchasing status of items on a purchase order, add the Purchasing Status column to your Line Items grid.

For a brief explanation of each status, click here:

Purchase Order Status

Open - The purchase order is open and has NOT been printed or emailed.

Released - The purchase order has been printed or emailed

Past_Received - This status is brought in from QuickBooks Online; the purchase order was received in QuickBooks Online

Received - The purchase order has been received

Closed - This status is brought in from QuickBooks Online; the purchase order was closed in QuickBooks Online

Change Order - The purchase order was modified after the purchase order was printed or emailed and has not been re printed or emailed.


 

Once all the line items on a purchase order have the same status, that status will appear in the upper right-hand corner of the purchase order.

Note: The None and Open statuses do not appear in the upper right-hand corner of the sales document.  SalesPad Barcode will only display purchase orders with a status of 'Released'.

Back to Navigation Menu

Purchase Order Tabs

The bottom of each sales document contains tabs that utilize the following features: Line Items, Linked Sales Lines, Interactions, Audits, and Notes.

Note: Any grid that appears inside a tab is searchable and customizable just like your main Inventory grid.

  • Line Items Tab - See Create a Purchase Order for details on this tab
  • Linked Sales Lines Tab - Shows any sales lines linked to this purchase order
  • Interactions Tab - Keeps a record of communications involving this purchase order; click New  to add an interaction
    • For a brief explanation of the different information fields in the Create Interaction drawer, click here: 

Create Interaction

Subject - Allows you to give a subject line for this interaction

Notes - Provides a space to record notes on the interaction

Starts On - Indicates when the interaction starts

Ends On - Indicates when the interaction ends

All Day Event - Indicates whether or not the interaction is an all-day event

Remind On - Allows you to choose a date for a reminder from SalesPad Cloud (this appears as a notification in the upper right-hand corner of the screen)

Interaction Type - Assigns the interaction to an Interaction Type , such as Email, Phone, In-Person, etc.

Assigned To - Allows you to assign the interaction to a company user

Contact Person - Indicates the contact person for this interaction

Location - Indicates the location for this interaction

Completed On - Indicates the completion date

Is Complete - Indicates whether or not the interaction is complete


 

  • Audits Tab - Audits purchase order activity
  • Receipts Tab - Displays any associated purchase receipt lines
  • Notes Tab - Displays notes associated with this purchase order; you can add more notes by clicking in the notes field and typing your information

Back to Navigation Menu

Search for a Purchase Order

Once inside the Purchases module, you will see a grid displaying your existing purchase orders.

There are several ways to sort and filter your existing purchase orders. Before you begin your search, though, decide whether or not you want voided or historical purchase orders to be displayed in your search results. Check the boxes just to the right of your search bar accordingly.

To search for a purchase order by number, type the purchase order number (or partial number, if you don’t know the exact number) into the search bar located just above your grid.

You can also search each column in your grid. To reveal the auto filter row for your columns, click the gray ellipses found just below the column headers.

Enter your search criteria into whichever auto filter row is most useful for your particular search.

Certain purchases columns, such as Status, also offer dropdown options in the auto filter row.

If you don’t see the column you want to search in your grid, click the Columns button in the upper right-hand side of the screen.

Clicking this button reveals the Edit Columns drawer. Check the boxes for columns you want visible and uncheck the boxes for those you’d rather not see.

The Reset Column button in the Edit Columns drawer will restore your grid to its default view, and the Clear Column Filters button will clear out any search criteria you have currently entered in the auto filter row.

Back to Navigation Menu

Print or Email a Purchase Order
Print a purchase order

To print a purchase order, click the Print button next to the transaction header.

Choose a Report to print from the list on the left-hand side of the screen.

A preview of the report you selected is visible on the right-hand side of the screen. Click Print in the lower left-hand corner and follow your local computer's prompts to choose a printer and print your report. 

Back to Navigation Menu

Email a purchase order

To email a purchase order, click the Email button next to the transaction header. 

Choose a Report to email from the list on the left-hand side of the screen. 

Click the Next button.

Choose whether or not you want to use an email template, then, if using a template, selected that template from the Email Template dropdown. 

If you select an email template, the email will load in the preview window, and you will not be able to make changes to the body of the email. If you're not using a template, type your email into the Email Body field.

Once the body of your email is ready, give your email a subject (the document number is the default subject) and enter the "from" information. To quickly fill in the From Email and From Name field, choose either From Current User or From Created By field from the Fill Email Form dropdown. Otherwise, choose the Free Type option (selected by default), and free type the "from" information.

Enter the recipient's email address in the Recipients field. You can also cc or bcc recipients, if necessary. The report you selected on the previous screen will be attached to your email as a PDF download. 

Click Email in the lower left-hand corner when you are ready to send your email. 

Back to Navigation Menu

Purchase Generator and Advisor

If your company creates a large number of purchase orders on a regular basis, SalesPad Cloud can assist you with generating those purchase orders via either the Purchase Generator or the Purchase Advisor. The Purchase Generator is a simple tool that allows you to quickly create purchase orders based on a few customizable parameters. The Purchase Advisor is similar to the Purchase Generator in that it generates purchase orders, but it offers more control over the generation process. 

The options you select for both Purchase Generator and Purchase Advisor will hinge on the details of your company's restock plan. It is strongly advised that you create a restock plan before opting to use the Purchase Generator or Purchase Advisor. Addtionally, before using either option, you need to visit the Purchasing Settings section of your System Settings and set up your defaults.

Purchase Generator

To generate purchase orders using the Purchase Generator, open the Purchases module, click the New Purchase Order dropdown in the upper right-hand corner, and select Generator.

The Purchase Generator drawer will appear. Based on the defaults you set up in your System Settings, some or all of the fields will already be populated.

Finish filling out the information fields in the drawer, if necessary. For a brief explanation of each of the fields in the Purchase Generator drawer, click here:

Purchase Generator

Location - The Location that will be used for the generated purchase orders

Vendor - The vendor that will be used for the generated purchase orders

Reorder By - Determines the method by which purchase orders will be generated; choose one of three methods:

  • Backorder - Purchase orders are generated for all inventory on backorder and for inventory necessary to restock the Location
  • Dropship - Purchase orders are generated only for inventory on dropship sale lines
  • Reorder Point - Purchase orders are generated for the inventory necessary to restock the Location (determined by an item's restock plan)

Reorder Point - Determines which quantities of the item's restock plan to include when generating purchase orders; choose one of five methods:

  • Min Purchase Qty - The minimum purchase quantity of an inventory item
  • Max Purchase Qty - The maximum purchase quantity of an inventory item
  • Reorder Qty - The preset quantity to purchase for this inventory item
  • Vendor Item Min Ord Qty - The mimimum purchase quantity of a vendor item
  • Vendor Item Max Ord Qty - The maximum purchase quantity of a vendor item

 

Once you've made your changes, click Generate POs in the lower right-hand corner to close the Purchase Generator drawer and generate your purchase orders. SalesPad Cloud will generate purchases order for inventory that fit the criteria established in the Purchase Generator. The purchase orders are generated in the background; feel free to continue doing business or even log off of SalesPad Cloud. Once all the purchase orders have been generated, you will receive an email alert.

Purchase Advisor

To generate purchase orders using the Purchasing Advisor, open the Purchases module, click the New Purchase Order dropdown in the upper right-hand corner, and select Advisor

Choose a Location, Reorder By, and Reorder Point in the three corresponding fields at the top of the Purchase Advisor screen. For a brief explanation of these three fields, please reference the Purchase Generator drawer field definitions

Once you've chosen your Location, Reorder By, and Reorder Point, a list of items that need to be purchased will appear on the Purchase Advisor screen. These are items to should be purchased based on the criteria established in the fields above the grid. At this point, they are simply available to be selected for purchasing; they haven't yet been associated with a purchase order.

Choose the items you want to purchase by checking the box next to the item on the far left of the grid. The Vendor and Qty To Purchase columns are editable; make any changes you want to make to these columns.

Remember that any grid in SalesPad Cloud is customizable and designed to help you quickly find what you're looking for. Feel free to reorder the columns and click the column header to sort in ascending/descending order as you sort through items to purchase. 

If at any point you change the Location, Reorder By, or Reorder Point fields at the top of the Purchase Advisor window, the grid will reset with a new list of items that need to be purchased.

To see details on each purchase order that will be generated based on the items you've selected, click the Show Details button to the right of the grid.

The Details pane allows you to review the purchase orders and the items included in each. By default, each item's checkbox is already checked. Uncheck a box to remove this item from the purchase order(s).

Note: Items without a Sales Doc Num indicate items being purchased in order to bring inventory levels back to the reorder point. 

Once you've finished making your changes, click Generate POs in the lower right-hand corner.

The purchase orders are generated in the background; feel free to continue doing business or even log off of SalesPad Cloud. Once all the purchase orders have been generated, you will receive an email alert.

Note: It is not necessary to open the Details pane and review items to include on the purchase orders before generating the purchase orders. SalesPad Cloud has provided this option, but if you're confident that you want to purchase every item on the purchase orders you selected from the Purchase Advisor grid, it is not necessary to review the purchase order details before generating the purchase orders. 

If you are using Purchase Advisor to reorder by backorder quantity, note that Sales Workflows have an Include for Purchasing checkbox for each batch. If this box is checked, the Purchase Advisor will look at documents in that batch only. 

Back to Navigation Menu

QuickBooks Online Integration Notes

For a complete summary of QuickBooks Online integration details, click here.

PURCHASING TRANSACTIONS

SalesPad Cloud does not sync purchase orders to QuickBooks Online, only purchase receipts as vendor bills.  

Back to Navigation Menu

Tutorials

Back to Navigation Menu

Have a question or request?

Leave Feedback