Manually create purchase order

You can manually create a purchase order that is not associated with any sales orders from the Purchase Orders page in Business Hub. This feature allows you to order items to keep as inventory rather than to fulfill sales orders.

You can set your system to automatically assign items that you order as inventory to existing sales orders that do not have stock allocated and to assign items on order as inventory to new sales orders. This setting is available via Admin > Settings > Purchase Order Settings. Read the Purchase Order Settings help article for instructions on how to configure the setting and for more information about the setting.

Prerequisites

• You must have Administrator and/or Purchasing permission to use this feature.

To manually create a purchase order:

1. Log into your DecoNetwork website.
2. Browse to Business Hub > Purchase Orders.
   

   There is an indication at the top of the page of the total number of items requiring purchase orders. If the items are supplied by different vendors, the system will list the vendors you need to order from, along with the number of items required from each vendor.

3. Click on the Start With Empty Purchase Order button.
   

   An empty purchase order form is generated.

   

   The delivery recipient and address details will be automatically populated using the details specified under the DecoNetwork Account Settings.

   You can click on the Edit Delivery Address button to change the delivery address.

   The Edit delivery details popup will be displayed.

   

   Tick the Default Address checkbox if you want to set the specified address as the default. The address specified will be used as the default delivery address every time you create a purchase order.

   You can click on the delivery recipient box to select a different recipient from the dropdown list. You can click on the Add New Delivery Details button to specify and new delivery recipient and address.

   
4. Select a supplier from the Supplierdropdown list.
   

   If the supplier supports live ordering and it is enabled and correctly set up, an "Enable Live Ordering" checkbox will appear in the purchase order form. It will be ticked by default. You can un-tick it prior to saving to disable live ordering for the purchase order.

   

   Enable live ordering by going to Products > Supplier Account Details > Edit Supplier.

5. Add one or more products. You can add products in two different ways:
   • Add a new product using the product list
   • Add a freeform product

   To add a new product using the product list:

   1. Click on the Add Product button.
      
   2. Search for and select a product from the Product Code-Name dropdown list.

      The product is added as a line item on the purchase order. Color and Size fields are automatically populated with default values. The Unit Price field is automatically populated with a preset price.

      You can type in the search field at the top of the list to filter the product list by product code or product name.

   3. Select a color, select a size, and enter a quantity in the Qty To Order field.
      

      The value in the Total field will be calculated automatically.

   To add a freeform product:

   1. Click on the Add Freeform Item button.
      

      A line item with blank fields is added.

   2. Click in each field of the line item to enter values in the SKU Code, Product Code - Name, Color, Size, Qty To Order, and Unit Price fields.
      

      The value in the Total field will be calculated automatically.

6. Optionally, add a note for one or more SKUs.
   1. Click on the cog icon at the left of a line item. A menu will appear.
   2. Click on the create line item note link.
      

      The Add Line Item Note popup will be displayed.

      
   3. Enter a note.
   4. Click Okay.

      When a note has been created against a line item, a note icon will appear in front of the SKU code. Hover the mouse pointer over the note icon to see the note.

      

      Notes will appear below each line item in the purchase order PDF.

7. Click on Save Purchase Order.
   
8. Click Send Purchase Order to send the purchase order to the supplier.
   

   The Send Purchase Order action will not be available if the supplier account details have not been set up and there is no email address associated with the supplier.

   Go to Products > Supplier Account Details > Edit Supplier to set up the supplier account details.

9. Select the method for sending the purchase order.
   
   • Live Send: Send purchase order directly to the supplier's ordering system
   • Email: Send purchase order via email

   The Live Send option will not be available if live ordering is not supported or if it is not enabled for the selected supplier.

10. Click send.

See also:

• Purchase order settings
• Manage Suppliers
• Create automatic purchase order