Purchase Orders v2 User Manual

CONTENTS

Feature Management

User Permissions

Accessing Purchase Orders v2

Creating a Purchase Order

Selecting a Supplier

Entering an Order For Location

Selecting an Invoice To location

Entering a Default Discount

Create From Options

Importing a CSV

Validation criteria

PO Items page

Order Summary

Order Columns

Adding items to the Purchase Order

Tool Tips

Editing Items added to the Purchase Order

Editing the Expected Date

Edit Boxes

Editing in Bulk

Filters

Items per page

Removing items from the Purchase Order

Reset Order Quantity

Notes

Download CSV

Update Item Lines

Add Item Lines

Saving a Barcode Label

Save Shelf Labels

Primary Actions

Sending a Purchase Order to Supplier

For The Attention Of

Your Ref

Supplier Ref

Deliver By

Supplier Email

Supplier Secondary Email

Email From

Delivery Instructions

Supplier Note

Supplier Terms

Include CSV

Only Show Units

Only Show Boxes

Costs

Supplier Terms

Supplier Note

Expected Date

Memo

Store Price

Margin

Print PO

Order Summary Page

Purchase Order Print Layout Page

Total Summary Section

Watermark Status’

Email PO To Supplier

Purchase Order List

Filters

Order status

Setting a PO as Final

Editing a Purchase Order

Cancelling a Purchase Order

Adding a Delivery Note

Create New Delivery Note

Delivery Note No*

Delivery Date*

Supplier*

Create From Options

Goods Received Item List Page

Goods Received Summary

Goods Received Columns

Entering Boxes/ Units Received

Reset Received Quantity

Notes

Filters

Download PDF

Save Barcode Label

Save Shelf Labels

Book in Stock

Booking In via the Till

Goods Received Page

Adding An Invoice

Create New Invoice Page

Invoice No*

Invoice Date*

Payment Date*

Subtotal*

Invoice Tax

Carriage Cost

Supplier*

Create From Options

Goods Invoiced Item List Page

Goods Invoiced Summary

Goods Invoiced Columns

Filters

Entering Boxes/ Units Invoiced

Amending the Cost Price

Updating the Supplier List Price

Average Cost

Amending the Total Cost

Adding item lines

Reset Invoice Quantity

Download PDF

Download CSV

Notes

Save Barcode Label

Save Shelf Labels

Goods Invoiced Page

Completing an Invoice

Goods Received List & Goods Invoiced List

Goods Received List Filter

Goods Invoiced List filter

Manually Completing A Purchase Order

Advanced Label Generator

Customer Orders

Creating a new Customer Order – 1 customer: 1 item

Auto append to an existing Order

Customer Orders view

Customer Order Summary

Order Columns

Part Received Customer Order – 2 Customer Orders ordering the same item

Editing a Customer Order

De-allocate/ Refund a Customer Order

Advanced Customer Orders

Foreign Suppliers

Feature Management 

Retailers can control which of their locations have the Purchase Orders v2 module activated. All retailers who wish to have this module activated in at least one location, must have the feature@Purchase_Order_v2 Licence Feature. 

By default, for those customers with the Licence Feature, the module will be active at all locations. 

For those retailers who wish to de-activate specific locations, 

• select the Admin menu. 

• Scroll down to the Locations section and select Location Management. 

• Click Edit on the Location that you wish to deactivate. 

One of the options located towards the top of the Edit Location page is labelled Activate POP Service. 

By default, this will be ticked if the module is active at that Location. 

• Untick this box to deactivate.
• Save the changes. 

Once disabled, users at that Location will not be able to see the Purchase Order Processing v2 module within the POP menu. 

User Permissions 

The User Permissions that control access to and within Purchase Orders v2 are as follows: 

• POP Service: 

Access: Controls access to the POP Service module. 

• POP Service – Invoice: 

Access: Controls access to view Invoices within a PO. 

Allow New Invoice Line: Controls access to add new item lines to Invoices. 

Complete Invoice: Controls access to complete Invoices. 

New: Controls access to create Invoices. 

Update: Controls access to edit Invoices. 

• POP Service – Pro-Forma: 

Create: Controls access to create a new a Pro-Forma. 

• POP Service – Purchase Order: 

Access: Controls access to view a PO. 

Cancel: Controls access to cancel a PO. 

Complete: Controls access to complete a PO. 

Edit PO Costs: Controls access to edit the costs within a PO.  

Final: Controls access to finalise a PO. 

Import: Controls access to import a PO. 

New: Controls access to create a PO. 

Update: Controls access to edit a PO. 

Update Final: Controls access to re-edit a finalised PO. 

• POP Receipt:  

Access: Controls access to view Goods Received. 

Allow New Receipt Line: Controls access to add new item lines to Delivery Notes. 

Book In: Controls access to book in Delivery Notes. 

New: Controls access to create Delivery Notes. 

Update: Controls access to Edit Delivery Notes

Accessing Purchase Orders v2 

To access the new Purchase Orders Processing module, you firstly need to log into the back office. 

From within the back office, 

• Click on the POP menu 

Within the Purchase Order Processing v2 section of the page, 

• select Purchase Orders v2 

The Purchase Orders v2 page will open. 

Creating a Purchase Order 

The new Purchase Orders v2 module is not linked to the existing RetailStore POP Orders. If you have not previously created a Purchase Order using the new module, then a message will display indicating that no items have yet been added.  

To create your first Purchase Order, 

• click on CREATE PO

Alternatively, if you already have one or more Purchase Orders in the Purchase Order List but wish to create another,  

• click on the icon found on the top righthand side of the page

• Select Create New PO

The following page will be displayed where you are required to complete the mandatory fields. 

Note: Each field that is mandatory will contain an asterisks*. This means that you cannot save the form until data is entered into each of these fields.   

Selecting a Supplier 

To select a Supplier; 

▪ click into the Supplier field 

A list of active Suppliers set within the back office of RetailStore are automatically displayed in alphabetical order.  

• Click on the required Supplier from the list. 

Or alternatively,  

• start typing the name of the Supplier, and an autocomplete function will narrow down the list, depending on the characters entered.  

Any Suppliers that are marked as ‘in-active’ will not appear and therefore cannot be selected. 

• Click on the required Supplier from the list.

Entering an Order For Location 

Next, you will see an Order For* field.  

The new POP module works on a 1:1 relationship between ‘Order For’ Location and ‘Deliver to’ Location. Basically, meaning that you can only order for one location at a time. The Order For* field allows you to choose who the order is for. This is also the ‘Deliver To’ address for the order.  

For customers that use Location Groups, users are unable to create Purchase Orders for a location to which they are not assigned, and therefore will only see the required locations in the drop-down list. 

By default, the Order For* location will display the users assigned location. 

To change this; 

▪ click into the Order For* field and delete the location displayed. 

A list of alphabetically ordered active locations will automatically display. 

• Click on the correct location from the list. 

Or alternatively,  

• start typing the name of the location and an autocomplete function will narrow down the list, depending on the characters entered. 

Note: any locations that are marked as ‘in-active’ will not display and therefore cannot be selected. However, if a Location is marked as ‘in-active’ after the point of a Purchase Order creation, you will be able to continue to proceed with the rest of the Purchase Order. 

• Click on the required location from the list. 

Selecting an Invoice To location 

The Invoice To* field allows you to choose a location that you require the invoice sending to. 

Again, for customers who use Location Groups, users will only be able to see the locations to which they are assigned. 

By default, the Invoice To* location will display the users assigned location. 

To change this; 

▪ click into the Invoice To* field and delete the location displayed. 

A list of alphabetically ordered active locations will automatically display. 

• Click on the correct location from the list. 

Or alternatively,  

• start typing the name of the location and an autocomplete function will narrow down the list, depending on the characters entered. 

Note: any locations that are marked as ‘in-active’ will not display and therefore cannot be selected. However, if a Location is marked as ‘in-active’ after the point of a Purchase Order creation, you will be able to continue to proceed with the rest of the Purchase Order. 

Entering a Default Discount 

The Default Discount field is not mandatory. However, if a discount has been agreed with the Supplier, then it can be entered here. By entering a default discount here at this stage, the system will auto apply the discount % rate to every item line that is added to the order. Individual items lines can be amended within the Purchase Order. 

This field allows up to 2 decimal numbers, and by default is set to 0.00% 

• Click into the Default Discount field 
• Type in the percentage of discount. 

Example: to enter 20% discount, type in either 20. 

Create From Options 

There are 3 options displayed at the bottom of the Create PO page. These relate to the type of Purchase Order you are creating, and when hovered over, display a short definition to help the user choose the most appropriate action. The options represent the following: 

• Create Blank 

Create a blank Purchase Order where you will manually add items. 

• Auto Add Supplier Items 

Selecting this option auto adds items where the Supplier is the primary Supplier for that item. One of the main benefits of selecting this option is that time is saved as the item lines don’t have to be individually added. 

Note: Discontinued items are not included when items are auto-added to the Purchase Order, along with ondemand kits. Instead, the items that make up the kits must be added individually. 

• Create From CSV 

This option allows you to import a .CSV file to create a Purchase Order. When selected, an ‘Import From CSV’ button will appear that allows you to upload your file. 

See the Importing a CSV section below for more information. 

Note: for the purpose of this User Manual we are going to create a blank Purchase Order. 

▪ Click Save to create the Purchase Order. 

Importing a CSV 

In order to import a .CSV file into Purchase Orders v2, 

▪ select Create From CSV from within the Create PO page. 

   

A further button will appear named Import From CSV. 

▪ Click this button and browse for the file you wish to upload. Or, drag the file into the labelled area. 

Validation criteria 

An example of the format in which your CSV should be uploaded is displayed below: 

In order for your .CSV to upload successfully, it must adhere to the following: 

Column	Description	Data Type	Validation	Criteria
Item_Ref	Item Ref for that item	Alphanumeric	Must have a valid code.	Mandatory
			No invalid characters accepted.
			The item must be associated with the selected Supplier.
			The item must not be discontinued.
			Must not be an ondemand kit.
Units_Ordered	The number of units you wish to order for that item.	Decimal	Must be numeric.	Populate at least one column
			Max number of digits (non-decimal) = 7.
			Max number of digits (decimal) = 7, plus 2 decimal places.
			Must be a multiple of Box Qty.
			Item can be ordered in decimals where Units_Ordered has been entered as a decimal.
Boxes_Ordered	The number of boxes you wish to order for that item.	Integer	Max number of digits = 7
			Must be numeric.
Net_Box_Cost	The box cost agreed with the Supplier which will override the Product Option supplier list price on that order.	Decimal	Must not exceed 4 decimal places.	Non-mandatory

If an error occurs when importing the .CSV, the following message is displayed: 

▪ Click to see the error file. 

A message similar to below is displayed, highlighting the cause of the error: 

If there are no issues found when the file is imported, your Purchase Order will automatically open, taking you straight to the Purchase Order Item list. 

PO Items page 

The Purchase Order Item List is displayed. This page is where you add, amend & remove items to the order.  

At the top left-hand side of the page you will notice the PO Ref. This reference is made up of the Location ID (in this case 269), the Date that the Order was created in the format MM/DD (so in this example 0823), followed by a sequential number that is automatically designated to each order (in this example 10508).  

Displayed to the righthand side of the PO Ref is the Order Status and to the left is an Information icon, that displays the Supplier name when hovered over. 

Order Status is the status in which the order is currently in. When creating a new Purchase Order, the status will always be set to ‘Draft’.   

If you wish to go back a step at any point whilst on the Purchase Order page, you can click the Back arrow. When hovered 

over, the label is displayed . Alternatively, there is also a Home icon that will take you back to the Purchase Order List when selected. 

Note: Once either of these icons are clicked, you will return to your Purchase Order List and changes made on the page will automatically save. 

Displayed towards the top of the PO Items page are 4 tabs; Purchase Order, Goods Received, Goods Invoiced, & Customer Orders. 

Your page will automatically default to the Purchase Order tab, but all 4 pages are accessible by clicking on them. Further in the manual will take you through the Goods Received, Goods Invoiced & Customer Orders tabs.  

Staying on the Purchase Order tab, notice the Order Summary.  

Order Summary 

The Order Summary is made up of 6 totals; Total Boxes Ordered, Total Units Ordered, Total No Of Lines, Total Order Value, Minimum Order Value & Carriage Free Value. 

The first 4 totals will automatically recalculate when items are added, updated and removed from the order. 

• Total Boxes Ordered – The sum of the Boxes Ordered quantity column.
• Total Units Ordered - The sum of the Units Ordered quantity column.
• Total No Of Lines – The sum of the number of order lines added to the order.
• Total Order Value – The sum of the Total Cost column, rounded up to 2 decimal places.
• Minimum Order Value – Displays the amount set in ‘Min order val*’ against that supplier.
• Carriage Free Value – Displays the amount set in ‘Carriage free val*’ against that supplier. 

Order Columns 

The Purchase Order is made up of rows and columns. Listed across the top of each column are Column Headers.  

The way in which the new Purchase Order Processing module is designed, allows users to decide exactly what data is visible on screen, and gives the functionality to hide the data that does not apply. Therefore, most of the pages within Purchase Orders v2 that contain a list view have customisable Column Headers. Any changes made to the visibility of these headers are auto-saved and will remain hidden/displayed for all Purchase Orders within the module. 

There are 3 types of Column Headers on the PO Items page. 

• Columns that are automatically displayed & users cannot hide.
• Columns that are automatically displayed but users are able to hide.
• Columns that are automatically hidden but users are able to display. 

Visible on your PO Items page are 9 auto displayed column headers. These are a mixture of columns that can and cannot be hidden. 

The below table explains what each of these Column Headers represent: 

Column Header Name	Function
(Select all)	When this box is ticked, all the item lines on the order are auto selected.  This column is locked down and cannot be hidden.
#	Sequential item line number that will sort your item lines in ascending/descending order when selected. This column is locked down and cannot be hidden.
Item Ref	Displays the Item Reference for that item.  This column is locked down and cannot be hidden.
Name	Displays the name of the item.  This column is locked down and cannot be hidden.
Boxes Ordered	Editable fields within the column that display the number of boxes ordered for that item line. This column can be hidden if required.
Units Ordered	Editable fields within the column that display the number of units ordered for that item line. This column can be hidden if required.
Net Box Cost	Editable column that displays the cost of the box (excluding tax). Allows up to 5 decimal places. This column can be hidden if required.
Net Unit Cost	Editable column that displays the cost of the unit (excluding tax). Allows up to 5 decimal places. This column can be hidden if required.
Total Cost	Displays the total cost of that item line, rounded up to 5 decimal places (if necessary).  This column can be hidden if required.

In order to hide/ display columns from the PO Items page, 

▪ click on the Select Columns icon. 

A menu will appear containing 16 options, some of which are auto displayed columns and others being additional columns. The auto displayed options (the ones that are currently displayed on the Purchase Order Items Page) will be selected and displayed with a green tick. 

The table below explains what each of the additional Column Headers represent: 

Column Header	Function
Primary Barcode	Displays the Barcode number for that item.
Man Ref	Displays the Manufacturer’s Reference for that item if there is one.
Min	Auto-displays the ‘Min’ value entered against the item’s stock levels within RetailStore.  This field is editable and when amended it auto updates the ‘Min’ value against the Product Option for that specific ‘Order For’ location.  Existing ‘Form’ User Permissions set against the Product Stock Level manage which users can edit the ‘Min’ value within Purchase Orders v2.  The value entered cannot be greater than the ‘Max’ value and allows no more than 7 digits.  Note: when the Purchase Order is in an ‘Ordered’, ‘Ordered (Amended)’ or ‘Manual Complete’ state, this field is disabled.
Max	Auto-displays the ‘Max’ value entered against the item’s stock levels within RetailStore.  This field is editable and when amended it auto updates the ‘Max’ value against the Product Option for that specific ‘Order For’ location.  Existing ‘Form’ User Permissions set against the Product Stock Level manage which users can edit the ‘Max’ value within Purchase Orders v2.  The value entered cannot be less than the ‘Min’ value and allows no more than 7 digits.  Note: when the Purchase Order is in an ‘Ordered’, ‘Ordered (Amended)’ or ‘Manual Complete’ state, this field is disabled.
Outstanding Stock Qty	Displays anything that is currently on order that hasn’t been booked in for that item, and location. Note: this does not take in to account outstanding stock against orders placed within RetailStore.
Available Stock	Displays the value of available stock for that item.
Box Qty	Displays the quantity of items within each box.
Discount	Displays the % discount associated to the item.  Note: if a discount was entered at the ‘Selecting a supplier’ stage, then this will appear here.
Store Price	The store price of that item, as set in RetailStore/CharityStore.
Margin	Percentage profit made on the item.
Expected Date	The date that you can expect to receive the item by.  Note: this is not the ‘Deliver By’ date.  There are rules in place that determine what information appears in the Expected Date column.   If a Product Lead Time has been set within the back office, then this will take priority and this date will be displayed. If the Product Lead Time has not been set, then the Supplier Lead Time is displayed. If both the Product Lead Time and the Supplier Lead Time are not set, then this field will remain blank.

If you wish to hide any of the auto displayed column headers, 

• click on the green tick box next to the column header name to unselect it. 

Below is an example: 

 

 

Additionally, if you wish to display any of the auto hidden columns to your PO Item List view,  

• click into the box displayed next to each option. 

Below is an example:

The column header view has been updated. 

Notice the ‘Primary Barcode’ column is now displayed, and the ‘Total Cost’ is hidden. 

Adding items to the Purchase Order 

To add an item line to the Purchase Order; 

• click on Add items(s).

• Begin searching for an item by typing either the Name of the item, the Item Ref, the Primary Barcode, the Manufacturer Ref., Description or Style of the item.  

The list of results containing the characters entered will be displayed automatically. Depending on the search criteria entered, this will be a maximum of 10 results. The more characters entered, narrows the results down further. 

Note: Discontinued items are not included when items are added to the Purchase Order, along with on-demand kits. Instead, the items that make up the kits must be ordered individually. 

• Click on the correct item to select it. 

Notice that the item line has added to the order:

Note: Adding an item line to a Purchase Order is controlled by User Permissions. 

• Enter your quantity value of up to 7 digits into either the Boxes Ordered field, or Units Ordered field. 

Once a value is entered into either field, the other will automatically calculate. 

It is possible to enter a decimal quantity depending on the setting ‘Sell in whole numbers’ set against the Product Option for that item (found within Admin > Products and Categories of RetailStore/CharityStore). This is a tick box option, and if selected, decimal stock cannot be ordered. 

In the example below, the value ‘1’ was entered into the Boxes Ordered field. Because each box contains 5 units, the value in the Units Ordered column is automatically calculated to 5. 

Once the quantities are entered into Boxes Ordered or Units Ordered,  

• check that the value in the Net Box Cost and/or Net Unit Cost fields are correct.  

To amend the values, 

• click into them and enter in the new value. 

This value does not update the price held within Admin > Products & Categories. 

Note: both the Net Box Cost and Net Unit Cost allow a value of up to 5 decimal places. If the PO was imported in or the Auto-Add tool was used, by default these will be set to 2 decimal places but can be amended. The cost entered here, will pull through to the Invoice. 

The Total Cost for the item line is calculated. This column will also display up to 5 decimal places, if necessary.  

Notice that the Order Summary has automatically updated.  

This will continue to update as additional items are added, updated or removed to the order. 

Tool Tips 

Within Purchase Orders v2, you will find Tooltips. Tooltips are messages or label definitions which appear when the cursor is positioned over an icon, field or label. This is a way of indicating an error or providing information that users may find useful. 

To display an ‘error’ tooltip,  

• hover over any area of the page that appears red. 

The tooltip will appear.

To display an ‘information’ tooltip, 

• hover over the icon or label and the information/ definition text will appear. 

Editing Items added to the Purchase Order 

If you search for an item that is already added to the order, the search result will contain a pencil icon, allowing you to edit the value for that item line. 

• Click the pencil icon to edit.

The editable fields on this page are:

• Boxes/ Units Ordered
• Discount
• Box /Unit Cost
• Expected Date 

• Change the necessary fields. 

Editing the Expected Date 

To change the Expected Date for an item, 

• click on the calendar icon at the right-hand side of the field. 

 There are two ways to search for a specific date. 

1. Using the MONTH/YEAR drop down 

To search for a date this way; 

• Click on the MONTH/YEAR drop down button 

• Click on a Year to select it. 

• Now, click on a Month to select it 

2. By using the arrow buttons

To search for a date this way; 

• Click on the left arrow to move back a month
• Click on the right arrow to go ahead a month
• Click on the required date. 

Edit Boxes 

The Edit Boxes column allows users to choose whether they wish to edit this page in either Boxes or Units. 

 

By default, the toggle is selected and therefore displayed in green, indicating that the form is editing in Boxes. When selected the toggle switches off, meaning that the form is editing in Units. 

▪ Click Save when changes have been made to the Edit Item page. 

Editing in Bulk 

It is possible to edit specific columns for selected item line(s) at one time. 

To do this; 

• select the item line(s) that you wish to edit. 

or; 

• Select the top tick box to auto-select all item lines.

• Click on the Action icon located towards the top righthand side of the page, next to the Bin icon. 

Note: there are two Action icons on this page. In this scenario you must select the bottom one. 

A menu will appear listing options that are editable for the selected item lines. These are Unit Cost, Box Cost, Discount, Units Ordered, Boxes Ordered, Expected Delivery Date. 

• Select the option that you wish to edit. 

Depending on the option chosen, you will receive a pop-up message advising on how many item lines this change will be applied to and requesting you to enter in the new value/date/quantity for that change. 

• Select Save to apply.  

The change will auto-update each item line selected, along with the Order Summary if applicable. 

Filters 

Within the PO Item List view, by default, the item lines are listed in descending order of their PO sequential number. This view contains filter options so that users can filter the item lines added on the order. 

The filter option is located on the top righthand side of the page. 

• Select the icon to access the Filter menu

The filter menu is displayed down the left-hand side of the page and broken down into 4 sections; Percentage Ranges, Cost Ranges, Expected Delivery Date Ranges, & Value Ranges. 

• Percentage Ranges – filter by either a minimum and/or maximum value for ‘Discount %’. 

 

• Cost Ranges – filter by either a minimum and/or maximum value for ‘Unit Cost’, ‘Box Cost’ or ‘Total Cost’ by typing in the values.  

• Expected Delivery Date Ranges - filter by either minimum and/or maximum values based on ‘Expected Delivery Date’ by clicking on the calendar icon and selecting the appropriate dates. 

 

• Value Ranges – filter by either a minimum and/or maximum value for ‘Box Quantity’, ‘Units Ordered’ & ‘Boxes Ordered’ by typing in the values. 

Once a filter is applied, the results are auto populated. Multiple filters can be applied at one time to narrow down the results further. 

• Close off the filter once finished to access the results. 

The applied filters are displayed at the top of the PO Item List view. 

• Select the X to remove each filter, or Clear Filters to remove all. 

 

Items per page 

By default, 25 item lines will display, but this can be increased or decreased depending on preference. 

If you wish to change this,  

• click on the Items per page drop down list located at the bottom of the PO Items page.
• Then, select either 50 (to display 50 items per page), or 100 (to display 100 items per page). 

• Use the left and right arrows to switch between PO item pages. 

Removing items from the Purchase Order 

To remove an item line from a Purchase Order,  

• select it/them by clicking on the box at the lefthand side of the column. 

If you wish to remove all item lines on the order, 

• click into the Select All box to highlight all item lines. 

 

Once selected, the Delete icon will appear at the top righthand side of the Purchase Order Item List page

• Click the Delete button 

The following message is displayed:

• Select OK to delete the item line, 

Or 

• Select Cancel to go back. 

Notice the item line(s) have now been removed, leaving the existing item lines with a gap in the sequential order. 

Reset Order Quantity 

If the status of your order is still in ‘Draft’ (haven’t yet finalised it) or is ‘Awaiting Resend’ (when a Purchase Order has been finalised and then edited), you will have the ability to reset your Order quantity back to 0. 

To do this, 

click on the Action icon displayed at the top righthand side of the page.

• Select Reset Order Qty

A message box will appear asking if you wish to continue. 

▪ Select OK to re-set all quantities on the order back to 0, including the Total Boxes Ordered and Total Units Ordered in the Order Summary. 

Notes 

Notes can be added to the Purchase Order. This feature is not mandatory but can be useful when referring back to at a later date, or when reviewed internally by another user. 

To view or add a note, 

• click on the Action icon displayed at the top righthand side of the page

• Select Notes

The Notes pane will appear down the righthand side of the Purchase Order Item List page. 

To add a new note, 

▪ click into the Notes section and begin typing. 

Note: a minimum of 3, and a maximum of 300 characters are allowed in this field. 

To save the note, 

• select Add Note.

The note will appear below, stating the name of the user & the date on which it was added.

You can add as many notes as required.

Download CSV 

It is possible to download a .CSV copy of your Purchase Order. This can be done whilst in both a Draft/ Awaiting Resend state, or once finalised. 

To download, 

• select the Action icon located at the top righthand corner of the page.

From the options displayed,

• select Download CSV. 

You can choose if you wish to Open or Save the file. 

Note: in the below example we are choosing to open the file. 

There are several columns that make up the .CSV version of the Purchase Order. They are; PO Ref, Supplier, Man Ref, Item Ref, Primary Barcode, Description, Order Memo, Units Ordered, Discount %, Unit Cost, Box Cost, Total Cost, & Expected Date. Although these columns can be hidden on the .CSV itself, they will always be displayed when initially downloaded. 

• Save/ Print the file as standard. 

Update Item Lines 

Update Item List allows you to update the order quantity for your item(s) where the Units Ordered quantity is currently set to 0, to satisfy either the ‘Min’ or ‘Max’ stock levels. Any item lines where there is an existing Order Qty will not be recalculated.  

• Click on the Action icon to open the menu.

• Select Update Item Lines

3 options are displayed: Min, Max & Cancel. 

Selecting Min will auto update the order quantity to match the ‘Min’ value set against that item within RetailStore, taking into consideration available stock, outstanding POP stock, transfers, and any held quantities.  

Selecting Max will auto update the order quantity to match the ‘Max’ value set against that item within RetailStore, taking into consideration available stock, outstanding POP stock, transfers, and any held quantities. 

Note: when updating, it rounds the ‘Units Ordered’ value up to be a multiple of the Box Qty. For example; you can’t order ‘4’ if the Box Qty is ‘5’. 

Add Item Lines 

Add Item Lines allows users to auto add PO Item lines based upon pre-defined Min/Max stock levels for the 'Order For' location. 

• Click on the Action menu to open it

• Select Add Item Lines.

Three options will display; Min, Max, and Cancel

If Min is selected, the system auto adds items lines which do not currently exist on the PO to meet the pre-defined Order For location Minimum stock level where required. The Units Ordered field per item line is defaulted accordingly, along with the Boxes Ordered field. The total cost per item line is updated respectively, taking into consideration available stock, outstanding POP stock, transfers, and any held quantities. 

If Max is selected, the system auto adds items lines which do not currently exist on the PO to meet the pre-defined Order For location Maximum stock level where required. The Units Ordered field per item line is defaulted accordingly, along with the Boxes Ordered field. The total cost per item line is updated respectively, taking into consideration available stock, outstanding POP stock, transfers, and any held quantities. 

Note: Only items where the Supplier is the Primary Supplier are added to the order, and items that are already on the order are not affected. 

Saving a Barcode Label 

Purchase Orders v2 has the functionality to create barcode labels for items within your Purchase Order that have the Product Label option selected (found within Admin > Products and Categories > Product). The number of labels that are created for each item is dependent on the Unit Qty value set within the PO Item List. 

To create your labels this way, 

• click on the Action icon.

From the options displayed,

• select Save Barcode Label. 

You should receive a message advising that the Barcode Label File has generated successfully. This has now created a label file within the label printer list. 

Save Shelf Labels 

Purchase Orders v2 has the functionality to create shelf labels for items within your Purchase Order, based on their value against the Shelf labels (qty)* field (found within Admin > Products and Categories > Product).  

To create your labels this way, 

• click on the Action icon

From the options displayed,

• select Save Shelf Labels. 

You should receive a message advising that the Shelf Label File has generated successfully. This has now created a label file within the label printer list. 

Primary Actions 

Throughout the Purchase Orders v2 module, you will find ‘Primary Actions’. Primary Actions are the most common action that users would take in that view or page. They are highlighted in blue in order to stand out to the user. 

Using the Purchase Order Items page as an example, the Primary Action is to select Send PO to Supplier. 

Sending a Purchase Order to Supplier 

Once you have added all your items to the order, and set the correct quantities and costs, you are ready to send your Purchase Order to the Supplier. 

To do this, 

• click on the Action icon.

• Click on Send PO To Supplier.

If you have added in any item lines and not entered either a ‘Boxes Ordered’ quantity or a ‘Units Ordered’ quantity, then you will be displayed with the following message: 

At this point you must decide if you wish to remove the zero ordered item lines by clicking Yes, or keep them by selecting No. You can also Cancel the message and continue to amend the Purchase Order. 

Note: You can select Send PO To Supplier without entering in quantities for every item line on the order, but they will not appear on the PDF or CSV to the Supplier. 

The Send PO To Supplier page is displayed. None of the fields or toggles are mandatory and therefore can be left blank. 

The Send PO to Supplier page is split into 4 sections. The first section are the optional text fields, the second section is a ‘Document Setting’ toggle, the third section are ‘Display Order Quantity’ options, and the last section are ‘Show/Hide’ toggles. All the options and fields that appear on the Send PO To Supplier page, apply to the PDF copy of the Purchase Order and are not mandatory. 

All toggles have User Preference permissions set against them and therefore are remembered for the next Purchase Order you create. e.g. if you choose to switch on a specific toggle, it will remain switched on for the next Purchase Order.  

For The Attention Of 

The For The Attention Of field allows you to address your order to a specific person and is displayed on the PDF document.  

If you wish to add in a name, 

▪ type it into the For The Attention Of field. 

Note: a maximum of 30 characters can be entered into this field. 

Your Ref 

Use the Your Ref field to enter in your retailer reference for your Supplier to refer to (if applicable). 

This field allows a maximum of 30 characters. 

Supplier Ref 

If you have a reference for your Supplier, and wish for it to appear on the PDF they receive, 

▪ type it into the Supplier Ref field. 

Note: a maximum of 30 characters can be entered into this field. 

Deliver By 

Next, is the Deliver By field. This is the date that you wish the order to be delivered by. By default, a date may already be displayed into this field. The default date will be the latest ‘Expected Date’ of all the items lines added to the order.  

If you wish to override this date, 

• click on the calendar icon displayed on the right-hand side of the field

An electronic calendar will appear, displaying the calendar month, and highlighting the default Deliver By date.  

There are two ways to search for a specific date. 

1) Using the MONTH/YEAR drop down 

To search for a date this way; 

• Click on the MONTH/YEAR drop down button. 

• Click on a Year to select it. 

• Now, click on a Month to select it. 

2) By using the arrow buttons 

To search for a date this way; 

• Click on the left arrow to move back a month 
• Click on the right arrow to go ahead a month 
• Click on the required date

Supplier Email 

The Supplier Email field requires the email address of the recipient who is going to receive your Purchase Order. You are only required to complete this field if you are going to use the ‘Email PO To Supplier’ feature. 

If there is an email address set against that supplier within RetailStore, then it will auto-display. If not, or you wish to change where this email is sent, 

▪ type the correct email address into the Supplier Email field. 

Supplier Secondary Email 

This field also works alongside the ‘Email PO To Supplier’ feature. If you wish to send the email address to a secondary recipient, 

▪ type in an email address into the Supplier Secondary Email. 

Email From 

If an email address is set against the ordering location (within Admin > Location Management > Edit > Email), then it will display in the Email From field. If there is no address set, then the field will appear red, indicating that an email cannot be sent to the supplier. 

This field is editable. To enter an email address, 

• click and type into the field. 

This will then appear as the sender email address displayed to the Recipient. 

Delivery Instructions 

If you have specific Delivery Instructions for the supplier,  

• type them into the Delivery Instructions field. 

Note: the maximum number of characters that can be entered into this field is 300. 

Supplier Note 

If you wish to add a note for the supplier,  

• type it into the Supplier Note field. 

Note: the maximum number of characters that can be entered into this field is 255. 

Supplier Terms 

By default, any terms set against your Supplier will be displayed in the Supplier Terms field. They will then display on the Purchase Order PDF. If you wish to change these, 

• type them into the Supplier Terms field. 

Editing them within this field will change them on this Purchase Order only. 

Note: the maximum number of characters that can be entered into this field is 255. 

  

Include CSV 

If selected, when the ‘Email PO To Supplier’ button is clicked, a .CSV copy of the Purchase Order is attached alongside the PDF copy that is sent to the Supplier. 

To include the CSV, 

▪ select the Include CSV toggle, so that it displays green in colour. 

Only Show Units 

If you wish for the Print PDF copy of the invoice to only display in Units, 

▪ click on the Only Show Units option. The colour will display pink when selected. 

When selected, the PDF version of your PO will only display Units Ordered, along with the Unit Cost (if the Costs toggle below is also selected). 

 

Only Show Boxes 

If you wish for the Print PDF copy of the invoice to only display in Boxes, 

▪ click on the Only Show Boxes option. The colour will display pink when selected. 

When selected, the PDF version of your PO will only display Boxes Ordered, along with the Box Cost (if the Costs toggle below is also selected). 

 

Show Boxes & Units 

If you wish for the Print PDF copy of the invoice to display in both Boxes and Units, 

▪ click on the Show Boxes & Units option. The colour will display pink when selected. 

When selected, the PDF version of your PO will display both Boxes Ordered & Units Ordered, along with the Box & Units Cost (if the Costs toggle below is also selected). 

 

Previous PO Ref 

If you wish to show the previous Purchase Order Reference number on your Purchase Order, ▪ click the Previous PO Ref toggle so that it is displayed in green.  

Note: this only applies to the last Purchase Order to have been ordered. 

 

Costs 

If you wish to show the costs on your order, 

• select the Show Costs toggle.  

The colour will display green when selected. 

• Click the toggle to switch it off, displaying grey in colour. 

 

Supplier Terms 

If you wish to show the ‘Supplier Terms’ displayed in the top section of the page,  

• Leave the Supplier Terms toggle switched on, displaying green. This toggle is switched on by default. 
• Click the toggle to switch it off, displaying grey in colour. 

Note: when untoggled, the ‘Supplier Terms’ text field is removed from the page completely.  

 

Supplier Note 

If you wish to show the ‘Supplier Note’ displayed in the top section of the page,  

• Leave the Supplier Note toggle switched on, displaying green. This toggle is switched on by default. 
• Click the toggle to switch it off, displaying grey in colour. 

Note: when untoggled, the ‘Supplier Note’ text field is removed from the page completely.  

 

Expected Date 

When selected, each item displayed on the PDF version of the Purchase Order shows their ‘Expected Date’. If you wish to leave this showing, then the toggle should remain selected (and appear green in colour). 

If you wish to remove the ‘Expected Date’ from the PDF only, 

• ensure the Expected Date toggle is unselected, appearing grey in colour. 

 

Memo 

The final toggle within the ‘Show/Hide’ section is named Memo. This toggle relates to the Default Setting (found within Admin > Default Settings > General) named Include Order Memo. 

If you have a Memo against your Product that you wish to display on the PDF version of the Purchase Order,  

▪ ensure that the Memo toggle is selected.  

If selected, but there is no Memo against that Product, it will appear blank. 

If the toggle is unselected, the Memo column on the PDF will be removed from the PDF entirely. 

 

Store Price 

If you wish to show the Store Price for that item on the PDF,  

▪ Select the toggle so that it displays green in colour. 

 

Margin 

If you wish to show the Margin percentage for that item,  

▪ Select the toggle so that it displays green in colour. 

 

Finalise PO 

Displayed on the bottom righthand side of the Send PO To Supplier page, is a blue ‘Primary Action’ button labelled Finalise PO.  

This button allows you to confirm your order with the Supplier. Once selected and confirmed, the status of the PO changes from ‘Draft’ to ‘Ordered’. 

If you wish to confirm your order as ‘Final’, 

▪ click the FINALISE PO button. 

Note: if you do not select the FINALISE PO button but then select Print PO or Email PO To supplier (options which are shown below), then your PO will remain in a ‘Draft’ state. 

For the example used this this document, we are not going to set our PO as Final just yet. 

Once you are satisfied with the data entered into the Send PO To Supplier page, you are given 3 options. 

 

• Save Changes  

If you don’t wish to Print or Email your PO, but instead wish to save the changes made to the form. This includes the text entered into the fields and selected/ unselected toggles. 

• Print PO 

Opens a PDF copy of the Purchase Order created, and saves changes made to the form.  

• Email PO To Supplier 

Emails the PDF copy of the Purchase Order to the recipients displayed in the ‘Supplier Email’ and ‘Supplier Secondary Email’ fields. 

Note: the email will also include an attached a CSV copy of the PO if the Include CSV toggle is selected. 

▪ Select one of the above options by clicking on the appropriate button. 

Print PO 

As previously mentioned, the Purchase Order opens in PDF format, and therefore can be reviewed, downloaded, printed, saved, and emailed. 

The first half of the first page is the Order Summary section. 

Order Summary Page 

Please see an example of the Order Summary page:

The table below lists what each section contains.

Watermark	The Watermark displayed over the PDF document.  See Watermark Status’ for more information.
Retailer Name and address	The name and address of the Retailer.
PO. Ref.	The Purchase Order Reference number.
Previous PO Ref	Only displayed if the Show Previous PO Ref toggle was selected on the Send PO to Supplier page. The previous PO reference number will display in this field.
Order Status	The status of your Purchase Order.   See the Order Status section for more information on what the order status’ are.
Order Date	The date that the order was finalised.  If the status of the Purchase Order is still ‘Draft’ or ‘Awaiting Resend’, then this will remain blank.
Deliver By	The date selected by the user when creating the Purchase Order.
Supplier	The address of the Supplier.
Deliver to	The address of the deliver to location.
Invoice to	The address of where the invoice is to be sent.
Supplier Ref	The Supplier’s reference number.
Account Ref	The reference number on the supplier’s account.
Customer Ref	This refers to the Your Ref field on the Send PO To Supplier page.
Your Ref	This refer to the Supplier Ref field on the Send PO To Supplier page.
FAO	The name entered within the For The Attention Of field found on the Send PO to Supplier page.
Delivery Instructions	The delivery instructions set on the Send PO to Supplier page.

Purchase Order Print Layout Page  

The next section of the page contains each of the item lines, split into columns.  

The table below explains each column: 

Area	Function
MAN REF	Displays the Manufacturers Reference.
BARCODE	Displays the barcode number.
ITEM REF	Displays the Item Reference.
BOX QTY	Displays the quantity of items within each box depending on if the Show As Boxes toggle was selected/unselected.
NAME	Displays the item name/ description.
MEMO	Displays the Memo set against the Product, depending on if the Memo toggle was selected. This column will not appear if the toggle is left unselected.
BOXES ORDERED	Number of boxes ordered for that item, depending on if the Show As Boxes toggle was selected.
UNITS ORDERED	Number of units ordered for that item, depending on if the Show As Units toggle was selected.
BOX COST	Cost of the box (including tax) depending on if the Show As Boxes toggle was selected.  This column is hidden if the Costs toggle was not selected at the Send PO to Supplier stage.
UNIT COST	Cost of each unit (including tax) depending on if the Show As Units toggle was selected. This column is hidden if the Costs toggle was not selected at the Send PO to Supplier stage.
AMOUNT	Total value of each item line in £. Displayed when you select the Costs toggle.
STORE PRICE	Displays the Store Price of that item, depending on if the Store Price toggle is selected. If unselected, this column will be hidden.
MARGIN	Displays the Margin % profit made on the item, depending on if the Margin toggle is selected. If unselected, this column will be hidden.
EXP DATE	Displays the Expected Date for that item, depending on if the Expected Date toggle is selected. If unselected, this column will be hidden.  Expected Date is the date that you can expect to receive the item by.

Total Summary Section 

The final section of the PDF are the Total Summaries.

The table below explains each field:

Order total (£)	The total amount for the order, shown if the user selected the Costs toggle on the Send PO to Supplier page.
Total lines	The total number of item lines on the order.
Total Boxes Ordered	The total number of boxes on the order, depending on if the Show As Boxes toggle was selected at the Send PO to Supplier stage.
Total Units Ordered	The total number of units on the order, depending on if the Show As Units toggle was selected at the Send PO to Supplier stage.
Terms	The terms of the Supplier set within the Supplier Terms field on the Send PO To Supplier page. This field will not appear if the Show Terms toggle is unselected on the Send PO to Supplier page.
Notes	Displays the Supplier Notes set within the Supplier Notes field on the Send PO To Supplier page.  This field will not appear if the Show Notes toggle is unselected on the Send PO to Supplier page.
Authorised by	Space available for two signatures.

Watermark Status’ 

The watermark displayed on the Print PO page all depends on the Order Status of the Purchase Order. 

The table below displays the possible watermarks: 

Order Status	Watermark Displayed
Draft	Draft
Ordered	No Watermark displayed
Cancelled	Cancelled
Voided	Voided
Awaiting Resend	Awaiting Resend
Ordered (Amended)	No Watermark displayed

Email PO To Supplier 

The Email PO To Supplier feature emails a PDF copy of the Purchase Order to the email address displayed in the ‘Supplier Email’ & ‘Supplier Secondary Email’ fields (displayed at the top of the Send PO To Supplier page). If the Include CSV toggle was also selected, a .CSV version of the order will also be attached within the email. 

Email Connectivity: Before using the Email PO To Supplier Feature, please contact your Domain Provider and ask that they add the following SPF record to your domain: ‘'ptr:cybertill-cloud.co.uk’. 

An SPF record gives authorisation to our servers to send emails on behalf of your domain. Failure to do this, may result in emails not being delivered to your Supplier efficiently.   

To email a copy of the Purchase Order to the Supplier, 

• select the Email PO To Supplier button. 

When selected, an email will automatically send to the recipient, sent from the email address stated in the ‘Email’ field within Admin > Location Management > Edit Location. 

The Subject of the email will appear in the format of ‘Purchase Order from *Retailer Name* PO Ref’. 

The body of the email contains the number of item lines on the order & the order value, along with an attached PDF copy of the Purchase Order. It will also contain the .CSV copy (if the Include CSV toggle was selected). 

Below is an example of what data is included on the attached .CSV file

Note: For the purpose of this User Manual, we have not yet finalised our Purchase Order. 

Purchase Order List 

Once you have created your Purchase Order & saved the changes, you can click the Back button to return to the 

Purchase Order Item List. You can then click the Back arrow again to open the Purchase Order List, where you can access Purchase Orders previously created within Purchase Orders v2 or create new ones. 

For customers who use Location Groups, users are only able to view Purchase Orders for Locations to which they are assigned. 

Like other pages within the Purchase Orders v2 module, the Purchase Order List allows users to decide exactly what data is visible on screen and gives the ability to hide the data that does not apply. The page contains a list view with customisable column headers. Any changes made to the visibility of these headers, are auto-saved, and will remain hidden/displayed for all Purchase Orders within the module. 

There are 3 types of column headers on the Purchase Order List view. 

• Columns that are automatically displayed & users cannot hide.
• Columns that are automatically displayed but users are able to hide.
• Columns that are automatically hidden but users are able to display. 

Visible on the page are 11 auto displayed column headers. These are a mixture of both columns that can and cannot be hidden. 

The table below will explain what each of these are and what they do. 

Column Header	Function
Select All	Selects all purchase orders.  This column is locked down and cannot be hidden.
PO Ref	The Purchase Order Reference number is displayed.  This column is locked down and cannot be hidden.
Supplier	The name of the Supplier for that Purchase Order.  This column is locked down and cannot be hidden.
Order Status	Displays the status of the Purchase Order. See the Order Status section for more information on what the Order Status’ are.  This column is locked down and cannot be hidden.
Goods Received Status	Displays the status of the Goods Received.   This column is locked down and cannot be hidden.
Invoice Status	Displays the status of the Invoice.   This column is locked down and cannot be hidden.
Order For	The location that the order has been placed for.  This column is auto displayed but can be hidden.
Order Value	The total amount of the Purchase Order.  This column is locked down and cannot be hidden.
Invoice Difference	Difference between the order value and the cost of the invoice.  This column is locked down and cannot be hidden.
Created At	Displays the date that the Purchase Order was created.  This column is locked down and cannot be hidden.
Order Date	The date in which the order was finalised.  Note: This only shows once the Purchase Order is Finalised.  This column is locked down and cannot be hidden.

To hide/ display columns from the Purchase Order List, 

• click on the Select Columns icon.

A menu will appear containing 10 options, some of which are auto displayed columns and others being additional columns. The auto displayed options (the ones that are currently displayed on the Purchase Order List) will be selected and displayed with a green tick. 

The table below explains what each of the additional Column Headers represent: 

Column Header	Function
Deliver To	The location that the order is to be delivered to.
Invoice To	The location that the invoice is to be sent to.
Created By	The name of the user who created the order.
Updated By	The name of the user who last updated the Purchase Order.
Goods Received Difference	Different between Goods Received value and Order value.
Updated At	Displays the date that the Purchase Order was last updated.
Deliver By	The date entered in the Deliver By field when creating a Purchase Order.
Outstanding Customer Orders	Displays the number of Customers who have an order assigned to that Purchase Order.
Notes	Displays the total number of Notes against that Purchase Order (not including Goods Received or Goods Invoiced notes).

As you can see from the image below, the PO previously created is now displayed in the Purchase Order List, still with an Order Status of ‘Draft’. 

Filters 

Within the Purchase Order List page, by default, the Purchase Orders are listed in descending order of their Created At date. This page contains filter options so that users can filter through all Purchase Orders/ Pro-Formas. 

The filter option is located on the top righthand side of the page. 

• Select the icon to access the Filter menu

The filter menu is displayed down the left-hand side of the page. 

The filter menu is broken down into 4 sections; Search, Cost Ranges, Date Ranges, & Statuses.  

• Search – use one of the 5 search options to search through your Purchase Orders/ Pro-Formas by either typing in your search criteria, or selecting the required filter choices. 

• Cost Ranges – filter by either a minimum and/or maximum value for ‘Order Value’ by typing in the value.  

 

• Date Ranges - filter by either minimum and/or maximum values based on ‘Created At’, ‘Updated At’, ‘Deliver By’ & ‘Order Date’ by clicking on the calendar icon and selecting the appropriate dates. 

• Statuses – use the drop-down options to filter by the status of the ‘Goods Received, ‘Invoice’ & ‘Order’

Once a filter is applied, the results are auto populated. Multiple filters can be applied at once to narrow down the results further. 

• Close off the filter once finished to access the results. 

The applied filters are displayed at the top of the Purchase Order List. 

• Select the X to remove each filter or Clear Filters to remove all. 

Order status 

Order Status is the status in which the Purchase Order is currently in. 

Please see the table below that covers what Order Status is applied depending on the action performed. 

Action	Order Status
New purchase order is created.	Draft
The FINALISE PO button was selected on the Send PO To Suppler page.	Ordered
The Purchase Order that has already been finalised (with a status of ‘Ordered’) is then edited. Note: a Purchase Order can only be edited if a Delivery Note or Invoice has not yet been added.	Awaiting Resend
The edited order is then ‘Finalised’ again.	Ordered (Amended)
The finalised Purchase Order is cancelled.  Note: to cancel a Purchase Order, a Delivery Note or Invoice cannot have been added.	Cancelled
The ‘Draft’ Purchase Order is cancelled.	Voided
The Purchase Order has at least one Delivery Note ‘booked in’ and one Invoice in at least a ‘Draft’ state, and then the option of ‘Manual Complete’ is selected.	Manual Complete

Referring back to the Purchase Order we have created, notice that the Order Status for our PO is displayed as ‘Draft’. The reason for this is because we are yet to finalise it. Also, notice the Goods Received Status and Invoice Status are still yet to be added. They cannot be added until the PO status is displaying as ‘Ordered’ or ‘Ordered (Amended)’. To set the Purchase Order to ‘Ordered’, it must be finalised, in the Send PO to Supplier stage. Until then no date will display in the ‘Order Date’ column. 

Setting a PO as Final 

When creating your PO, if you chose not to finalise, then you can manually set it once you’re ready. 

To do this, 

• access the Purchase Order List view and navigate to the PO that you wish to access.
• Click on the PO Ref to open the Purchase Order.
• Click the icon three dots icon in the top right

• Select Send PO To Supplier

The Send PO To Supplier page is displayed showing the data previously entered. 

• Click on the Finalise PO button located at the bottom righthand side of the page. 

You will receive a prompt asking to choose a transfer method for finalising the PO. This transfer method is a way of telling the system how you have finalised your order with the Supplier. The options here are; 

• Print PO
• Email To Supplier
• Verbal

• Choose an option and select FINALISE. 

Notice that the Order Status is now set to ‘Ordered’ and displayed at the top of the page. 

You can now choose if you wish to Print PO, Email PO To Supplier or just leave the current page. 

• Option 1 – Print PO 

In the below example we are going to select Print PO. 

The PDF of the Purchase Order will now open. This time the watermark has been removed because the Order Status is set to ‘Ordered’. 

• Print/ Save the document if necessary.
• Close the PDF when you have finished with it. 

• Option 2 - Email PO To Supplier  

In the below example we are going to select Email PO To Supplier. 

An email will now automatically send to the recipient(s) shown in the ‘Supplier Email’ & ‘Supplier Secondary Email’ fields. 

Note: the email will also include an attached a CSV copy of the PO if the Include CSV toggle is selected. 

The attached PDF will have the updated Order Status, and the watermark will have been removed. 

▪ Click the Back button to return to the Purchase Order Item List of that PO, or the Home icon to return to the Purchase Order List.  

Notice that the Order Status is now set to ‘Ordered’, and the Order Date has now been completed with the date that the Order was finalised. 

At this point, the Purchase Order created can still be edited and cancelled. 

Editing a Purchase Order 

Purchase Orders are still editable even after being finalised. 

To edit a Purchase Order, 

▪ access the Purchase Order List and navigate to the PO that you wish to cancel. 

• Click on the Action icon at the top righthand side of the page.

• Click on Edit PO

A message box will display on the screen asking if you’re sure you wish to edit the PO and advising that Outstanding POP stock quantity will be reversed. 

• Click OK to confirm

Notice the Order Status has now changed from Ordered to Awaiting Resend.  

This status will remain as ‘Awaiting Resend’ until the PO is ‘Finalised’ once again, where the status will change to ‘Ordered (Amended)’. In order to Finalise the Purchase Order again, please refer back to the Setting PO as Final section. 

Purchase Orders can be amended as many times as needed until either a Delivery Note or Invoice are added. 

Cancelling a Purchase Order 

If a Delivery Note or Invoice have already been added, the order cannot be cancelled. 

To cancel a Purchase Order (whether it has an Order Status of ‘Draft’, ‘Ordered’, ‘Awaiting Resend’ or ‘Ordered (Amended)’),  

• access the Purchase Order List and navigate to the PO that you wish to cancel.
• Tick the box on the PO line to select. 

On the left-hand side, it will show you how many items that you have selected. 

• Select the bin.

A reason box will appear on screen

• Type in your reason for cancelling the Purchase Order and click OK.  Note: up to 30 characters can be entered. 

Note: If you selected the wrong Purchase Order to cancel, you can click the Cancel button to close the box.  

Now that the Purchase Order has been cancelled, the Order Status will update to reflect this.  

• If the Purchase Order was in an ‘Draft’ state before being cancelled, it will now appear as ‘Voided’.
• If the Purchase Order was in an ‘Ordered’ state before being cancelled, it will now appear as ‘Cancelled’.
• If the Purchase Order was in an ‘Awaiting Resend’ state before being cancelled, it will now appear as ‘Cancelled’.
• If the Purchase Order was in an ‘Ordered (Amended)’ state before being cancelled, it will now appear as ‘Cancelled’. 

Cancelled PO’s are not editable and can only be viewed. No further items can be added to the Purchase Order Item List, and nothing can be removed. You can however, Print PO or Email PO To Supplier.  

The PDF document on a ‘Cancelled’ Purchase Order, will show a watermark of ‘Cancelled’, & a ‘Voided’ PDF will show the ‘Voided’ watermark. This will reduce any confusion for both yourself as the customer, and the Supplier who may receive it. 

 

Adding a Delivery Note 

To add a Delivery Note to an Order, your Purchase Order cannot be in a ‘Cancelled’ state and must have a Status of either ‘Ordered’ or ‘Ordered (Amended)’. If the status is still showing as ‘Draft’ or ‘Awaiting Resend’, please refer to the Setting PO as Final section of the document. 

Once opened, the Purchase Order will always default to the Purchase Order tab at the top of the page. 

▪ Click on Goods Received.  

If you have not yet added any Delivery Notes to this Purchase Order, the list will appear blank, displaying only the Total Units Ordered, populated from the order. 

The Summary values will automatically recalculate as items are added, updated and removed to Delivery Notes and/ or Invoices. 

To add a Delivery Note, 

• click on the Action icon at the top righthand side of the page

• Select Create New Delivery Note

The Create New Delivery Note page has opened.

Create New Delivery Note 

At the top of the page you will notice the Title of the page, followed by the PO Ref, the Supplier Name & Order Status.  On the left-hand side is the Information icon, that displays the PO Supplier when hovered over.

If you wish to go back a step at any point whilst on the Create New Delivery Note page, select the Back arrow or the Home logo that will return you to the Purchase Order List

All fields on this page are mandatory and therefore have an * asterisks next to them. 

Delivery Note No* 

▪ Enter the Delivery Note Number displayed on your Delivery Note. 

Note: This field is alphanumeric and has a maximum of 20 characters. You cannot create two Delivery Notes with the same number on the same Purchase Order. 

 

Delivery Date* 

Next, is the Delivery Date*. This is the date that the delivery was received. Enter a Delivery Date* by;  

• clicking on the calendar icon displayed on the right-hand side of the field.

An electronic calendar will appear, displaying the calendar month, and highlighting today’s date.  

 There are two ways to search for a specific date. 

1. Using the MONTH/YEAR drop down 

To search for a date this way; 

• click on the MONTH/YEAR drop down button 

• Click on a Year to select it. 

Note: All future dates will be greyed out. You cannot check a delivery in for a date that has not yet occurred. 

• Now, click on a Month to select it. 

2. By using the arrow buttons

To search for a date this way; 

• click on the left arrow to move back a month
• Click on the right arrow to go ahead a month. 

Note: remember, you cannot go to a date ahead of today’s. 

• Click on the required date. 

The date is displayed within the field. 

Supplier* 

The final field on this page is the Supplier* field. Here, you can change the Supplier for your Delivery Note as this may not necessarily be the same Supplier that was sent the order. Like the two previous fields, the Supplier field is mandatory and therefore must contain the name of the Supplier before the page can be saved. By default, the Supplier name for the order is displayed.  

To change the Supplier for the Delivery Note, 

• click into the Supplier* field and delete the current Supplier name. 

Automatically listed in alphabetical order are the possible Suppliers. 

• Select the Supplier who sent the received goods. 

Or alternatively,  

• start typing the name, and an autocomplete function will narrow down the list, depending on the characters entered. 

Create From Options 

Displayed on the bottom righthand side of the page are 3 options; 

• Create Blank
• Create From PO
• Create From Invoice 

All three options relate to the Boxes/ Units Received quantities on the Delivery Note that you are creating. 

• Create Blank – This option is selected as default. Selecting this creates a Delivery Note where the Boxes/ Units Received quantity for each item line is blank and must be entered manually.
• Create From PO – Creates a Delivery Note where the Boxes/ Units Received quantity for each item line are populated from the Boxes/ Units quantity on the Order. This can then be manually changed if necessary.
• Create From Invoice – Creates a Delivery Note where the Boxes/ Units Received quantity for each item line is populated from the Invoice Quantity on the invoice (if an Invoice has already been added). This can then be manually changed if necessary. 

 

If this option is selected, and the Purchase Order contains an Invoice, an additional field will appear labelled Invoice*. This is a mandatory field and when selected, allows you to choose the Invoice you are populating the quantities from. 

 

• Ensure the required option is chosen. 

Note: In this document we are going to create a blank Delivery Note. 

• Select Save. 

Goods Received Item List Page 

The Goods Received Item List page has opened. This page is where you mark off the quantity of each item received, against the item line ordered. Here, you can also add items that were received but were not on the order. 

At the top of the page, the PO Ref is displayed, followed by the Order Status. Located to the left-hand side is the Information icon that when hovered over displays the PO Supplier, the Invoice Supplier and the Invoice Number

If you wish to go back a step at any point whilst on the Goods Received Item List page, select the Back arrow, or the Home icon to return to the Purchase Order list. Changes made on the page will automatically save.

Goods Received Summary 

The Goods Received Summary is made up of 4 totals; Total Boxes Received, Total Units Received, Total Number Of Lines & Goods Received Value. 

All 4 totals will automatically recalculate when quantities are entered into each item line, or additional item lines are added, updated or removed from the Delivery Note. 

Total Boxes Received – The sum of the boxes received. 

Total Units Received- The sum of the units received.  

Total Number of Lines – The sum of the number of Item Lines added to the Delivery Note. 

Goods Received Value – The sum of the ‘Total Cost’ column, rounded to 2 decimal places. 

Goods Received Columns 

The Goods Received Item List view allowed users to decide exactly what data is visible on screen and gives the functionality to hide the data that does not apply. It contains customisable Column Headers, and any changes made to the visibility of these headers are auto-saved and will remain hidden/displayed for all Purchase Orders within Purchase Orders v2. 

Like the PO Items page, there are 3 types of column headers; 

• Columns that are automatically displayed & users cannot hide.
• Columns that are automatically displayed but users are able to hide.
• Columns that are automatically hidden but users are able to display. 

There are 8 auto displayed column headers. These are a mixture of both columns that can and cannot be hidden. 

The below table explains what each of these Column Headers represent: 

Column Header Name	Function
(Select all)	When this box is ticked, all the item lines on the order are auto selected.  This column is locked down and cannot be hidden.
Item Ref	Displays the Item Reference for that item.  This column is locked down and cannot be hidden.
Name	Displays the item name.  This column is locked down and cannot be hidden.
Box Qty	Displays the quantity of items within each box.  This column can be hidden if required.
Boxes Ordered	Displays the number of boxes ordered for that item line.  This column can be hidden if required.
Units Ordered	Displays the number of units ordered for that item line.  This column can be hidden if required.
Boxes Received	Editable fields displaying the number of boxes received for that item from the Supplier.   This column can be hidden if required.
Units Received	Editable fields displaying the number of units received from the Supplier.   This column can be hidden if required.

To hide/ display columns from the Goods Received Items page, 

▪ click on the Select Columns icon 

A menu will appear containing 11 options, some of which are auto displayed columns and others being additional columns. The auto displayed options (the ones that are currently displayed on the Goods Received Item List page) will be selected and displayed with a green tick. 

The 9 additional Column Headers are stated below; 

Primary Barcode	Displays the Primary Barcode of the item.
Man Ref	Displays the manufacturer reference.
Net Unit Cost	Displays the Unit cost of that item imported from the cost against the order item line.  Note: this is read only and cannot be edited.
Net Box Cost	Displays the Box cost of that item imported from the cost against the order item line.  Note: this is read only and cannot be edited.
Total Cost	Total cost of that item line, which updates based on the ‘Boxes Received’ & ‘Units Received’ values. Note: this is read only and cannot be edited, and will display up to 5 decimal places when applicable.
Units Received to Date	Number of units received on all Delivery Notes for that Purchase Order.
Boxes Received to Date	Number of boxes received on all Delivery Notes for that Purchase Order.
Units Invoiced to Date	Number of units invoiced for all Invoices for that Purchase Order.
Boxes Invoiced to Date	Number of boxes invoiced for all Invoices for that Purchase Order.

▪ Select/unselect which columns you wish to display.  

Entering Boxes/ Units Received 

The Goods Received Item List automatically imports all the item lines contained on the Order. The editable fields on each item line are Boxes Received and Units Received.  

▪ Complete either one of these fields on each item line.  

Note: once one of the fields are updated, the other will auto calculate.  

When creating the Delivery Note, if you chose to Create from PO or Create from Invoice, received quantity values will auto-populate based on how many you ordered. 

Next to both the Boxes Received, Units Received, Units Received To Date, & Boxes Received To Date fields, an arrow may appear depending on the current quantity entered. These arrows indicate if you received more than you ordered, less than you ordered, or match the amount that you ordered. 

Note: these arrows apply to this Delivery Note only and having multiple Delivery Notes doesn’t affect what arrow is displayed. 

• More than arrows will appear green and the arrow will point upwards. 

 

• Less than arrow will appear red and the arrow will point downwards. 

 

• No arrow indicates that the quantity that you received matches the value you have ordered. 

 

Decimal quantities can be entered depending on the setting ‘Sell in whole numbers’ set against the Product Option for that item (found within Admin > Products and Categories of RetailStore/CharityStore). 

Negative received quantities can also be entered into the Boxes/ Units Received fields. This allows users to re-adjust an incorrect over quantity entered on an original Delivery Note.  

Example: Delivery Note 1 received 5 of item A, but the value ‘6’ was incorrectly entered into the Received field before booking in stock. 

When a second Delivery Note has been added to correctly adjust the quantity Received, it is advised to use the same Delivery Note Number but with an additional letter on the end. This is because you cannot add two Delivery Notes on the same Purchase Order with the exact same number. Adding an additional letter helps identify that it’s the same Delivery Note, but with an amendment. 

If any items were received that were not ordered, then they can be added to the Goods Received Item List.  

Note: This action is controlled by User Permissions.  

To add an item,  

• begin typing either the Name of the item, the Item Ref, the Primary Barcode, Description, Manufacturer Ref., or Style of the item. 

The list of results containing the characters entered will be displayed automatically. The more characters entered, narrows down the search even further. 

• Click on the correct item to select. 

Reset Received Quantity 

If for whatever reason you wish to reset the Received quantities back to zero,  

• click on the Action icon displayed at the top righthand side of the page

• Select Reset Received Qty

A message box will appear asking if you wish to continue. 

▪ Select OK to re-set all quantities on the Delivery Note back to 0. 

Notes 

Notes can be added to each individual Delivery Note created. This feature is not mandatory but can be useful when referring back to at a later date, or when reviewed internally by another user. 

To view or add a note, 

• click on the Action icon displayed at the top righthand side of the page.
• Select Notes. 

The Notes pane will appear down the righthand side of the Goods Received Item List page. 

To add a new note, 

• click into the notes section and begin typing. 

Note: a minimum of 3, and a maximum of 300 characters are allowed in this field. 

To save the note, 

• select Add Note.

The note will appear below, stating the name of the user & the date on which it was added. 

Filters 

The Goods Received Item List page contains filter options so that users are able to filter through item lines on the Delivery Note. 

The filter option is located on the top righthand side of the page. 

• Select the icon to access the Filter menu.

The filter menu is displayed down the left-hand side of the page. 

The filter menu on the Goods Received Item List view contains only one section; Value Ranges.  

• Filter by either a minimum and/or maximum value for either ‘Box Quantity’, Boxes Received’, ‘Units Received’, or select the toggle ‘Show Differences Only’. 

When the Show Differences Only toggle is selected, only item lines where the Received Qty does not equal the Order Qty (containing arrow indicators) will display. 

 

Once a filter is applied, the results are auto populated. Multiple filters can be applied at one time to narrow down the results further. 

• Close off the filter once finished to access the results. 

The applied filters are displayed at the top of the Goods Received Item List. 

• Select the X to remove each filter or Clear Filters to remove all. 

Download PDF 

To download a PDF copy of your Delivery Note, 

▪ click on the Action option at the top righthand side of the Goods Received Item List. 

• From the menu, select Download PDF.

Save Barcode Label 

Purchase Orders v2 has the functionality to create barcode labels for items within your Delivery Note that have the Product Label option selected (found within Admin > Products and Categories > Product). The number of labels that are created for each item is dependent on the Units Received value set within the Goods Received Item List. To create your labels this way, 

• click on the Action icon

From the options displayed,

• select Save Barcode Label. 

You should receive a message advising that the Barcode Label File has generated successfully. This has now created a label file within the label printer list. 

Save Shelf Labels 

Purchase Orders v2 has the functionality to create shelf labels for items within your Delivery Note, based on their value against the Shelf labels (qty)* field (found within Admin > Products and Categories > Product).  

To create your labels this way, 

• click on the Action icon

From the options displayed,

• select Save Shelf Labels. 

You should receive a message advising that the Shelf Label File has generated successfully. This has now created a label file within the label printer list. 

Book in Stock 

When ready, you can book in stock.  

To book in, 

• click on the Action icon at the right of the Goods Received Summary

• Select BOOK IN STOCK.

A message box will appear on the screen asking if you’re sure you wish to book in the stock. 

• Click OK to confirm 

At the point that the Delivery Note is booked in, your outstanding POP quantity will have been decreased, and your available stock quantity will have been increased. 

• Click the Goods Received tab to go back to the Goods Received page. 

Notice that your Goods Received Status has now changed to ‘Booked In’. If the Delivery Note had not yet been booked in, and we were to come back to this page, the Goods Received Status would show as ‘Draft’. 

If you go back to the main PO list, the Goods Received Status for that PO will have also changed. This depends on if the received quantity entered on the Delivery Note differs from the order quantity. 

If there are no differences, the Goods Received will show as ‘Received’. 

If there are differences, the Goods Received Status will show as ‘Received with Differences’. 

 

Booking In via the Till 

This section of the User Manual is for retailers who book in goods via the Till. To do this, your Purchase Order must be in an ‘Ordered’ or ‘Ordered (Amended)’ state. 

To begin, 

• log into the Till as standard.   

 

• Select Other Options which will bring up a sub-menu. 

• Select Goods In

A list of Ordered/ Ordered (Amended) Purchase Orders held within both Purchase Orders v2 and the RetailStore POP module are displayed on screen. These orders are sorted by the latest Order Date but can be re-sorted if required. 

• Click on the Purchase Order relating to the goods you are booking in. 

This will highlight in yellow when selected. 

 

• Select CONTINUE. 

A Purchase Order ‘Book In’ screen will appear over the till (as displayed below). 

In the Receipt Reference* field,

• enter in the reference. 

Note: this is usually the number found on the delivery note. This reference must be unique to that Purchase Order. If it isn’t you will receive the following error: 

 

Next, 

• enter in the quantity you are booking in for that item into the Book In field. 

• Click on BOOK IN. 

At the point that the Delivery Note is booked in, your outstanding POP quantity will have been decreased, and your available stock quantity will have been increased. 

Goods Received Page 

Like the Purchase Order page, the Goods Received page is set out with a summary, columns and rows. 

The Goods Received Page Summary is page up of 5 values which will automatically recalculate as Delivery Notes and Invoices are updated. 

• Total Units Ordered – The total number of units ordered for this Purchase Order.
• Total Units Received – The total number of units booked in for all Delivery Notes for this Purchase Order.
• Total Units Received (Draft) – The total number of units received on all ‘Draft’ Delivery Notes for this Purchase Order.
• Total Units Invoiced – The total number of units invoiced on a ‘Completed Invoice(s)’ for this Purchase Order.
• Total Units Invoiced (Draft) – The total number of units invoiced on a ‘Draft’ Invoice(s)’ for this Purchase Order. 

There are 8 auto displayed and locked down Column Headers. 

The table below lists what they are and what they represent. 

Delivery Note No	Reference number for that Delivery Note.
Status	Displays the Goods Received Status for each Delivery Note added. Note: this is different from the Goods Received Status shown on the Purchase Order List view.
Notes	The number of notes added to that Delivery Note.
Created By	Name of the user who created the Delivery Note.
Updated By	Name of the user who last updated the Delivery Note
Delivery Date	The date the entered in to the ‘Delivery Date’ field
Created At	The date that the Delivery Note was added on the system.
Updated At	The date that the Delivery Note was last updated.

To access a Delivery Note, 

▪ click on the Delivery Note No. 

The Goods Received Item List for that Purchase Order is displayed. 

Adding An Invoice 

To add an Invoice, your Purchase Order must have an Order Status of ‘Ordered’ or ‘Ordered (Amended)’. If the status is still showing as ‘Draft’ or ‘Awaiting Resend’, please refer to the Setting PO as Final section of the document. 

• Open your Purchase Order from the Purchase Order List
• Click on the Goods Invoiced tab to access the Goods Invoices page.  

If you have not yet added any Invoices to this Purchase Order, the list will appear blank, displaying only the total number of units ordered, and the total units received on the Delivery Note(s) (if a Delivery Note has been added). 

The Summary values will automatically recalculate as items are added, updated and removed to Delivery Notes and/ or Invoices. 

To add an Invoice, 

• click on the Action icon at the top righthand side of the page.

• Select Create new invoice.

The Create New Invoice page has opened. 

Note: Creating an Invoice is controlled User Permissions. 

Create New Invoice Page

At the top of the page you will notice the Title of the page, followed by PO Ref & Order Status. To the left-hand side is the Information icon, and when hovered over displays the PO Supplier name.

If you wish to go back a step at any point whist on the Create New Invoice page, select the Back arrow, or the Home icon to return to the Purchase Order page.

The mandatory fields on the Create New Invoice page are displayed with a * asterisks next to them.  

Invoice No* 

• Enter the Invoice Number displayed on your Invoice into the Invoice No field.

Note: this field is alphanumeric & the same Invoice Number cannot be added more than once on the same Purchase Order.

Invoice Date* 

Next, is the Invoice Date*. 

To enter an Invoice Date* into the Invoice Date field, 

• click on the calendar icon displayed on the right-hand side of the field

An electronic calendar will appear, displaying the calendar month, and highlighting today’s date.

 There are two ways to search for a specific date. 

1. Using the MONTH/YEAR drop down 

To search for a date this way; 

• Click on the MONTH/YEAR drop down button 

• Click on a Year to select it. 

Note: All future dates will be greyed out as you cannot Invoice on a date that has not yet occurred. 

• Now, click on a Month to select it 

2. By using the arrow buttons 

To search for a date this way; 

• Click on the left arrow to move back a month
• Click on the right arrow to go ahead a month. 

Note: remember, you cannot go to a date ahead of today’s. ▪ Click on the required date. 

The date is displayed within the field. 

Payment Date* 

Next, is the Payment Date, the payment that the Invoice is paid. This field is non-mandatory and can be ignored if necessary. 

To enter a date into the Payment Date field, 

• click on the calendar icon displayed on the right-hand side of the field

An electronic calendar will appear, displaying the calendar month, and highlighting today’s date.  

 There are two ways to search for a specific date. 

3. Using the MONTH/YEAR drop down 

To search for a date this way; 

• Click on the MONTH/YEAR drop down button 

• Click on a Year to select it.

• Now, click on a Month to select it 

4. By using the arrow buttons

To search for a date this way; 

• Click on the left arrow to move back a month
• Click on the right arrow to go ahead a month. 

Note: remember, you cannot go to a date ahead of today’s. 

• Click on the required date. 

The date is displayed within the field. 

Subtotal* 

▪ Next, enter a Subtotal* 

The Subtotal is the amount on the invoice, minus tax and any shipping. It is recommended that you enter in the format ‘£00.00’ 

 

Invoice Tax 

If there is an invoice tax on the Purchase Order, 

▪ Please enter it into the Invoice Tax field. 

Note: this field is not mandatory. 

 

Carriage Cost 

If there is a Carriage Cost on the PO, 

▪ Enter it into the Carriage Cost field 

Note: this field is not mandatory. 

 

Supplier* 

The final field on this page is the Supplier* field. Here, you can change the Supplier for your Invoice, as this may not necessarily be the same Supplier that was sent the order. This field is mandatory and therefore must contain the name of the Supplier before the page can be saved. By default, the Supplier name for the order is displayed.  

To change the Supplier for the invoice, 

• click into the Supplier* field and delete the Supplier displayed. 

Automatically listed in alphabetical order are the possible Suppliers. 

• Select the Supplier who sent the Invoice. 

Or alternatively,  

• start typing the name, and an autocomplete function will narrow down the list, depending on the characters entered. 

 

Create From Options 

Displayed on the bottom righthand side of the page are 3 options; 

• Create Blank
• Create From PO
• Create From Receipt 

 

All three options relate to the Boxes/ Units Invoiced quantities on the Invoice that you are creating. 

• Create Blank – This option is selected as default. Selecting this creates an Invoice where the Boxes/ Units Invoiced quantity for each item line is blank and must be entered manually.
• Create From PO – Creates an Invoice where the Invoice Quantity for each item line is pulled from the Quantity on the Order. This can then be manually changed if necessary.
• Create From Receipt – Creates an Invoice where the Invoice Quantity for each item line is pulled from the Received Quantity on the Delivery Note (if a Delivery Note has already been added). This can then be manually changed if necessary.  

If this option is selected, an additional field will appear labelled Receipt*. This is a mandatory field and when selected, allows you to choose the Receipt (Delivery Note) you are populating the quantities from. 

▪ Ensure the required option is chosen. 

Note: In this document we are going to create a blank Invoice. 

• Select Save.

Goods Invoiced Item List Page 

The Goods Invoiced Item List page is displayed.

At the top of the page, the PO Ref is displayed, followed by the Order Status. Located to the left-hand side is the Information icon that when hovered over displays the PO Supplier, the Invoice Supplier and the Invoice Number.  

If you wish to go back a step at any point whilst on the Goods Invoiced Item List page, select the Back arrow, or the Home icon to return to the Purchase Order list. Changes made on the page will automatically save.

If you wish to edit the Goods Invoiced Header to amend any data entered when initially creating the invoice, 

• click back on the Action icon displayed at the top right-hand side of the page.
• Select Edit Invoice Header. 

• Make necessary changes and click Save. 

Goods Invoiced Summary 

The Goods Invoiced Summary is made up of 7 values; Invoice Subtotal, Calculated Subtotal, Difference, Total Invoice Value, Total Number of lines, Carriage, & Invoice Tax. 

 All 7 values will automatically recalculate when values are entered into each invoice item line field, or additional item lines are added, updated or removed from the invoice. 

• Invoice Subtotal – Displays what is entered at Invoice header stage.
• Calculated Subtotal – The total of the ‘Total Cost’ column added up for all item lines and rounded up to 2 decimal places.
• Difference – Invoice Subtotal minus Calculated Subtotal
• Total Invoice Value – Calculated Subtotal + Tax + Shipping
• Total Number of Lines – The sum of the number of Invoice Lines added to the invoice.
• Carriage – The carriage value previously entered.
• Invoice Tax – The tax value previously entered. 

Goods Invoiced Columns 

Like the Purchase Order Item List and the Goods Received Item List, the Goods Invoiced Item List allows users to decide exactly what data is visible on screen and gives the functionality to hide the data that does not apply. The page contains a list view with customisable Column Headers. Any changes made to the visibility of these headers, are auto-saved, and will remain hidden/displayed for all Purchase Orders within the module. 

Like the PO Items page, there are 3 types of column headers; 

• Columns that are automatically displayed & users cannot hide.
• Columns that are automatically displayed but users are able to hide.
• Columns that are automatically hidden but users are able to display. 

There are 11 auto displayed column headers. These are a mixture of both columns that can and cannot be hidden. 

The below table explains what each of these Column Headers represent: 

Select all	Item Ref
Item Ref	Displays the Item Ref for that item.  This column is locked down and cannot be hidden.
Name	Displays the item name.  This column is locked down and cannot be hidden.
Net Unit Cost	Displays the Unit cost of that item imported from the cost against the order item line.   Allows up to 5 decimal places.  This column can be hidden.
Net Box Cost	Displays the Box cost of that item imported from the cost against the order item line.   Allows up to 5 decimal places.  This column can be hidden.
Box Qty	Number of items in each box.  This column can be hidden.
Total Cost	Displays the total cost of that item line.  This column is locked down and cannot be hidden.
Boxes Ordered	The number of boxes ordered.  This column can be hidden.
Units Ordered	The number of units ordered.  This column can be hidden.
Boxes Invoiced	The number of boxes for that item that you have been invoiced for.   This column can be hidden.
Units Invoiced	The number of units for that item that you have been invoiced for.   This column can be hidden.

To hide/ display columns from the Invoice Items page, 

• click on the Select Columns icon

A menu will appear containing 22 options, some of which are auto displayed columns and others being additional columns. The auto displayed options (the ones that are currently displayed on the Invoice Item List) will be selected and displayed with a green tick. 

The table below explains what each of the additional 15 columns represent: 

Primary Barcode	Displays the Primary Barcode number of the item.
Man Ref	Displays the Manufactures Reference number.
Discount %	The percentage of discount imported from the PO item line.
VAT rate %	Displays the % rate of VAT applied to that item line.
Units Received to Date	Number of units received on all Delivery Notes for that Purchase Order.
Boxes Received to Date	Number of boxes received on all Delivery Notes for that Purchase Order.
Units Invoiced to Date	Number of units invoiced on all Invoices for that Purchase Order.
Boxes Invoiced to Date	Number of boxes invoiced on all Invoices for that Purchase Order.
Current Unit Cost	The cost of the unit within Product Option. If the cost against the Product Option is updated at any point, this field will always show the current Unit cost regardless of the Invoice status.
Current Box Cost	The cost of the box within Product Option.
Last Invoice Cost	The cost on the last invoice that has been previously entered for that item against any Purchase Order.
Current Invoice Variance	% discount between the price (unit/box) on the Invoice, & the current Unit/Box cost.
Last Invoice Variance	The difference between the cost of the last invoice minus the cost of this invoice.
Store Price	The store price of that item, as set in RetailStore/CharityStore.
Margin %	Percentage profit made on the item.

▪ Select/ unselect which columns you wish to display. 

Filters 

The Goods Invoiced Item List view contains filter options so that users are able to filter the item lines added on the Invoice. 

The filter option is located on the top righthand side of the page. 

• Select the icon to access the Filter menu.

The filter menu is displayed down the left-hand side of the page and broken down into 3 sections; Percentage Ranges, Cost Ranges, & Value Ranges. 

• Percentage Ranges – filter by either a minimum and/or maximum value for ‘Discount %’. 

 

• Cost Ranges – filter by either a minimum and/or maximum value for ‘Total Cost’ ‘Net Unit Cost’ & ‘Net Box Cost’ by typing in the values.  

• Value Ranges – filter by either a minimum and/or maximum value for ‘Box Qty’, ‘Box Invoiced’ & ‘Box Ordered’ by typing in the values or select the toggle ‘Show Differences Only’. 

When the Show Differences Only toggle is selected, only item lines where the Invoiced Qty does not equal the Received Qty (containing arrow indicators) will display. 

Once a filter is applied, the results are auto populated. Multiple filters can be applied at one time to narrow down the results further. 

• Close off the filter once finished to access the results. 

The applied filters are displayed at the top of the Goods Invoiced Item List view. 

 

• Select the X to remove each filter or Clear Filters to remove all. 

Entering Boxes/ Units Invoiced 

The two of the five editable fields on each order line are Boxes Invoiced and Units Invoiced.  

To enter the values, 

▪ complete either one of these fields on each Invoice line.  

Note: once one of the fields is updated, the other will recalculate.  

When creating the Invoice, if you chose to Create from PO or Create from Receipt, Invoice quantity fields will autopopulate with the quantities Ordered/ Received.  

Next to both the Boxes Invoiced & Units Invoiced fields, an arrow may appear, depending on the current quantity entered into the field. These arrows indicate if you were invoiced for more than you received, less than you received, or match what you received. 

• More than arrows will appear green and the arrow will point upwards. 

 

• Less than arrow will appear red and the arrow will point downwards. 

 

• No arrow indicates that the quantity that you invoiced matches the value you have received. 

 

Again, decimal quantities can be entered depending on the setting ‘Sell in whole numbers’ set against the Product Option for that item (found within Admin > Products and Categories of RetailStore/CharityStore). 

Amending the Cost Price 

The Net Unit Cost & Net Box Cost can be amended for each item line added to the Invoice. Like amending the Boxes and Units Invoiced, only one field needs to be amended, as the other will recalculate. Both Cost fields allow a value of up to 5 decimal places and amending them will display the arrows that indicate if the value is over or under the original value.  

 Amending the costs in this way impacts this Invoice only and does not replicate through to the Product Option. If you wish to replicate the amended cost through to the Product Option, please refer to the Updating the Supplier List Price section below. 

Updating the Supplier List Price 

When amending the Net Unit Cost and Net Box Cost on an invoice, it is possible to pull that cost through to the ‘List Price’ set against the Supplier within the Product Option. There are two ways to do this. The first way; 

• select the relevant item line(s).
• Amend either the Net Unit Cost or Net Box Cost against the item line(s).
• Select the Action button located towards the top righthand corner of the page. 

Note: there are 2 Action buttons. In this scenario, select the bottom one.  

The option Update Supplier List Price will appear. 

• Select this.

A message prompt will appear on the page advising on how many item lines the change(s) will be applied to and asking if you wish to continue. 

• Select OK to confirm.

Within the Product Option (Admin Products and Categories), the List Price set against that Supplier has been updated. The ‘Margin’ & ‘Mark-up’ fields auto-adjust based on the selling price for that item(s). 

Note: if the Invoice Cost is more than 2 decimal places, the system will round up/ down accordingly.

There is also a second way in which you can bulk update the Supplier List Price. For more information on how to do this, please refer to the Completing an Invoice section of the document.

Average Cost 

The average cost for items will be updated within RetailStore once an Invoice has been completed. If the Purchase Order is manually completed and one or more ‘Draft’ Invoices exist, the average cost for those items will be updated at this Purchase Order completion stage. 

Amending the Total Cost 

You will notice that the Total Cost field for each item line is editable. This feature is for US customers only and must only be used after entering a Boxes/ Units Invoiced quantity. 

For US customers, 

• click into the Total Cost field to amend the price

The Net Unit Cost, & Net Box Cost will now auto calculate.  

UK customers – There is no need to edit the any Total Cost values. Please ignore. 

Adding item lines 

If any items were invoiced that were not order, these can be added to the Goods Invoiced Item List. 

To add an item,  

• begin searching for an item by typing either the Name of the item, the Item Ref, the Primary Barcode, Description, Manufacturer Ref., or Style of the item. 

The list of results containing the characters entered will be displayed automatically. The more characters entered, narrows down the search even further. 

• Click on the correct item to select, which will then be added to the Invoice. 

Reset Invoice Quantity 

If you wish to reset all of the Invoice Qty fields back to 0, 

• click on the Action icon displayed at the top righthand side of the page.

• Select Re-Set Invoice Qty

A message box will appear asking if you wish to continue. 

▪ Select OK to re-set all quantities on the order back to 0 

All values reset to 0 for the Boxes and Units Invoiced for each item line on the invoice. 

Download PDF 

To download a PDF copy of your Invoice, 

• click on the Action option at the top righthand side of the Goods Invoiced Item List. 

• From the menu, select Download PDF. 

Download CSV 

It is possible to download a .CSV copy of your Invoice.  

To do this, 

• select the Action icon located at the top righthand corner of the page.

From the options displayed,

• select Download CSV. 

You can choose if you wish to Open or Save the file. 

Note: in the below example we are choosing to Open the file. 

The CSV file will now open in Microsoft Excel. It will display all column headers contained on the Invoice, including those that are hidden. 

• Save/ Print the file as standard. 

Notes 

Notes can be added to each individual Invoice created. This feature is not mandatory but can be useful when referring back to at a later date, or when reviewed internally by another user. 

To view or add a note, 

• click on the Action icon displayed at the top righthand side of the page.
• Select Notes 

The Notes pane will appear down the righthand side of the Goods Invoiced Item List page. 

To add a new note,

• click into the notes section and begin typing. 

Note: a minimum of 3, and a maximum of 300 characters are allowed in this field. 

To save the note, 

• select Add Note

The note will appear below, stating the name of the user & the date on which it was added. 

Save Barcode Label 

Purchase Orders v2 has the functionality to create barcode labels for items within your Invoice that have the Product Label option selected (found within Admin > Products and Categories > Product). The number of labels that are created for each item is dependent on the Units Invoiced value set within the Invoice Item List. 

To create your labels this way, 

• click on the Action menu.

▪ select Save Barcode Label. 

You should receive a message advising that the Barcode Label File has generated successfully. This has now created a label file within the label printer list. 

Save Shelf Labels 

Purchase Orders v2 has the functionality to create shelf labels for items within your Invoice, based on their value against the Shelf labels (qty)* field (found within Admin > Products and Categories > Product).  

To create your labels this way, 

• click on the Action menu

▪ select Save Shelf Labels. 

You should receive a message advising that the Shelf Label File has generated successfully. This has now created a label file within the label printer list. 

Goods Invoiced Page 

The Goods Invoiced page lists all Invoices added to the Purchase Order, along with the ability to add new ones (controlled by User Permissions).  

To get the Goods Invoiced page from the Goods Invoiced Item List, 

• select the Goods Invoiced tab again. 

The Invoices will open, displaying all Invoices on that Purchase Order: 

Like the Goods Received page, the Goods Invoiced page is set out with a summary, columns and rows. 

The Goods Invoiced Page Summary is page up of 5 values which will automatically recalculate as Delivery Notes and Invoices are updated. 

• Total Units Ordered – The total number of units ordered for this Purchase Order.
• Total Units Received – The total number of units booked in for all Delivery Notes for this Purchase Order.
• Total Units Received (Draft) – The total number of units received on all ‘Draft’ Delivery Notes for this Purchase Order.
• Total Units Invoiced – The total number of units invoiced on a ‘Completed Invoice(s)’ for this Purchase Order.
• Total Units Invoiced (Draft) – The total number of units invoiced on a ‘Draft’ Invoice(s)’ for this Purchase Order. 

There are 9 auto displayed and locked down columns on the Invoices page, each containing a Column Header. 

The table below lists what they represent: 

Column Header	Description
Invoice Reference	Reference number of the Invoice.
Created By	Displays the name of the person who created the Invoice.
Updated By	Displays the name of the person who last updated the Invoice.
Status	Displays the Status of the Invoice.
Notes	Displays the number of notes added to the Invoice.
Invoice Date	The date entered on the Invoice Header page.
Completed At	The date that the Invoice was completed.   Note: this will be left blank on Invoices that are yet to be completed.
Updated At	The date that the Invoice was last updated.
Created At	The date that the Invoice was added on the system.

Note: Multiple Invoices can be created for one Purchase Order. 

To view an Invoice, 

• click on the Invoice No. 

Or; 

• click on the Back arrow or the Home icon to return to the Purchase Order List. 

When back on the Purchase Order List view, notice the Purchase Order now has an Invoice Status: 

Because we are yet to complete the Invoice, the Invoice Status is still in a ‘Draft’ state. 

Completing an Invoice 

Once you are confident that you have finished amending an Invoice, you are ready to ‘complete’ it.  

To do so, 

• ensure you are still on the Goods Invoiced tab. 

• Click on the PO Ref of the Invoice you wish to complete. 

• Click on the Action icon displayed at the top righthand side of the page. 

• Select the COMPLETE INVOICE option.

A message will appear asking if you wish to update the Supplier list price as you complete the invoice. If you wish to update them, 

• tick the box and select COMPLETE. 

If you don’t wish to bulk update the Supplier List Price within RetailStore, ensure that the option isn’t select.  

• Select COMPLETE to finalise the Purchase Order. 

If you chose to update the Supplier List Price, you will receive the following message: 

Once you have completed the invoice, all editable fields on the Invoice will appear grey & no further amendments can be made. 

• Select the Goods Invoiced tab to leave and return to the Goods Invoiced page. 

The status of the Invoice has updated to ‘Completed’. 

• Select the Back button or the Home icon to return to the Purchase Order List. 

 

The new Invoice Status is displayed.

When completing your invoice, if a Delivery Note had already been added, Invoice Qty is matched against the Received Qty, and the Invoice Cost against the Order Cost. 

For invoices where a Delivery Note has not already been added, the Invoice Qty is validated against the Order Qty, and the Invoice cost against the Order Cost. 

Goods Received List & Goods Invoiced List  

Displayed at the very top of the Purchase Order List, are two additional tabs labelled Goods Received List & Goods Invoiced List. 

These tabs link to separate pages, which display the Delivery Notes and the Invoices for all Purchase Orders and ProFormas contained within the Purchase Orders v2 module. 

• Goods Received List will list all Delivery Notes for all Purchase Orders/ Pro-Formas. 

• Goods Invoiced List will list all Invoices for all Purchase Orders/ Pro-Formas. 

Both list pages contain a filter which can be accessed at the top righthand side of the page.

Goods Received List Filter 

Within the Goods Received List, by default, the Delivery Notes are listed in descending order of their ‘Created At’ date.  

Once the icon is selected, the filter menu is displayed down the left-hand side of the page and broken down into 4 sections; Search, Product Search, Cost Ranges, & Delivery Date Ranges. 

• Search – filter by either entering a ‘PO Ref’ or ‘Delivery Note No’, or choosing a specific ‘PO Supplier’, ‘Delivery Supplier’, ‘Delivery Note No.’, ‘PO Order For’, ‘PO Deliver To’, ‘Delivery Note Created By’, ‘Delivery Note Updated By’, or ‘Goods Received Status’.  

Note: if filtering by Delivery Note No, you can use the Exact Match toggle to only bring back results based on the exact characters you have entered. 

• Product Search – filter by either entering an ‘Item Ref’, ‘Barcode’, ‘Man Ref’, ‘Name’, or ‘Style’. 

Note: the only results that are returned when carrying out a Product Search are Delivery Notes that have a ‘Units Received’ greater than 0. 

• Cost Ranges - filter by either minimum and/or maximum values based on ‘PO Value’ & ‘Goods Received Value’ by entering them into the appropriate field. 

• Delivery Date Ranges – filter by either a From and/or To date for ‘Start Date’, ‘Created At’ or ‘Updated At’ by clicking the calendar icon and selecting a date. 

Once a filter is applied, the results are auto populated. Multiple filters can be applied at one time to narrow down the results further. 

▪ Close off the filter once finished to access the results. 

The applied filters are displayed at the top of the Goods Received List. 

Goods Invoiced List filter 

Within the Invoice List, by default, the Invoices are listed in descending order of their ‘Created At’ date.  

Once the icon is selected, the filter menu is displayed down the left-hand side of the page and broken down into 4 sections; Search, Product Search, Cost Ranges, & Invoice Date Ranges. 

• Search – filter by either entering a ‘PO Ref’ or ‘Invoice No.’, or choosing a specific ‘PO Supplier’, ‘PO Order For’, ‘PO Deliver To’, ‘Invoice Created By’, ‘Invoice Updated By’, ‘Invoice Supplier’ or ‘Invoice Status’.  

Note: if filtering by Invoice No, you can use the Exact Match toggle to only bring back results based on the exact characters you have entered. 

• Product Search – filter by either entering an ‘Item Ref’, ‘Barcode’, ‘Man Ref’, ‘Name’, or ‘Style’. 

• Cost Ranges - filter by either minimum and/or maximum values based on ‘PO Value’ & ‘Invoice Value’ by entering them into the appropriate field. 

• Invoice Date Ranges – filter by either a From and/or To date for ‘Start/ End Date’, ‘Created At’ or ‘Updated At’ by clicking the calendar icon and selecting a date. 

Once a filter is applied, the results are auto populated. Multiple filters can be applied at one time to narrow down the results further. 

▪ Close off the filter once finished to access the results. 

The applied filters are displayed at the top of the Invoice List. 

Manually Completing A Purchase Order 

You can only manually complete a Purchase Order if at least one Delivery Note is ‘Booked In’ and one Invoice is in a ‘Draft’ state. 

To manually complete an order, 

• Click on the PO Ref to open the Purchase Order.

At the top righthand corner of the PO Items page, 

• select Action

• Select Manual Complete

The following message is displayed:

• Select OK

If you have a Delivery Note on your PO that has not yet been ‘Booked In’ and is still in a ‘Draft’ state, you will receive a popup message asking if you are sure you wish to ‘Manually Complete’ the PO, as any Delivery Notes that have not been booked in will no longer be editable. This message will also advise how many Delivery Notes are still in this state. 

Selecting OK will mean that any Delivery Notes that currently have a status of ‘Draft’ will no longer be editable at this point.  

If you have an Invoice on your PO that has not yet been completed and is still in a ‘Draft’ state, you will receive a popup message asking if you are sure you wish to Manually Complete the PO, as any invoices that have not been booked in will no longer be editable. This message will also advise how many Invoices are still in this state. 

Selecting OK will mean that any Invoices that currently have a status of ‘Draft’ will no longer be editable at this point. 

The Order Status is now showing as ‘Manual Complete’. 

The Order Status is also displayed on the Purchase Order List. 

Advanced Label Generator 

For those customers who have the Licence Feature activated, Purchase Orders v2 has an integration with Advanced Label Generator, to generate labels at the point of ordering, booking in, and invoicing. If you do not have this feature but wish to find out more, please contact your Account Manager for more information. 

Within Admin > Labels, 

• select Advanced Label Generator. 

• Select New.

• Create your New Label Request as standard. 

You will now notice that within the Event Selections section, under the Selection type* dropdown, there are two new options labelled Receipts and Invoices, as well as the existing Purchase Orders option. 

When selecting any one of these options, it is important that you have made a note of the specific ‘Purchase order ref’, that they relate to. 

• Enter the Purchase order ref into the reference field of the option that you have chosen. 

If you have the Selection type of ‘Receipts’ you also need to know what Delivery Note on that Purchase Order you are selecting, and therefore have to enter it into the Receipt reference* field. The same process applies to ‘Invoices’ and requires you to select the specific Invoice reference.  

Note: both Receipt reference and Invoice reference will autofill once you start entering in the middle section of the PO Ref. This middle section is based on the ‘Created At’ date (the date that the PO was created). It will then show all Purchase Orders created on that date, for you to select the required one. 

• Generate the rest of the job as standard.

Customer Orders 

Customer orders that are processed via the till create an entry within Customer Orders Pending (found within the POP menu). When processed, those pending Customer Orders interface into the Purchase Orders v2 module. 

This section of the User Manual is for the standard Customer Order process only. 

Creating a new Customer Order – 1 customer: 1 item 

Before you begin, 

• ensure that you create a Customer Order(s) on the till. 

Within POP > Process Customer Orders Pending, 

• select the Supplier against which you want to create an order. 

A new Purchase Order in Purchase Orders v2 will be created where: - 

• The Customer Order is against a Supplier that is different than an existing order. 

Or; 

• The Customer Order is for a Location that is different than an existing order. 

Or; 

• The existing order has an Order Status of anything other than ‘Draft’ or ‘Awaiting Resend’. 

If at least one of the above criteria are met, then a message will appear to advise that a new Purchase Order has been created for your Customer Order. This displays the PO ref. 

Within POP > Purchase Orders v2, a new Purchase Order is automatically created, which includes your outstanding Customer Order. 

On the Purchase Order List, there is a Column Header called Outstanding Customer Orders. This Column may or may not be displayed, based on your previous user preference. To show this column; 

• select the Column icon on the top righthand side of the page. 

• Select Outstanding Customer Orders so that a green tick appears. 

The column will now appear, indicating the number of customers with an outstanding Customer Order associated with that Purchase Order. In the example below, there is 1. 

To open the Purchase Order,

• click on the PO Ref. 

The item the customer has ordered is displayed within the Purchase Order Item List. 

Next,

• click on the Customer Orders tab 

The Customer Orders view will open, listing all the items included in each Customer Order. 

Note: this example only includes 1 order of 1 item. 

Further in the manual will take you through the Customer Order view.

Auto append to an existing Order 

• Again, create a Customer Order on the till 

Within POP > Process Customer Orders Pending, 

• select the Supplier for your Customer Order created. 

Due to the fact that the Customer Order has the same Supplier & Location as an existing Purchase Order within Purchase Orders v2, along with the existing Customer Order having an Order Status of ‘Draft’ or ‘Awaiting Resend’, then it will auto assign to the existing Purchase Order. 

A message will appear to advise this:

Back within Purchase Orders v2,  

• find the Purchase Order that now contains the items of your Customer Order. 

Notice that the Outstanding Customer Orders quantity has increased from the value on the original Purchase Order. This indicates how many outstanding Customer Orders are now attached to this PO. 

Note: The Outstanding Customer Order value relates to the number of Customer Orders and not the number of Customer Order item lines. 

To open the Purchase Order, 

• click on the PO Ref. 

The item line related to the Customer Order will be displayed within the Purchase Order Item List: 

To view all the Customer Orders on that Purchase Order,

• click on the Customer Orders tab 

 The Customer Orders view will open:

Customer Orders view 

The Customer Orders view is where you can access all Customer Orders processed on the till. 

Like the Purchase Order, Goods Received, & Goods Invoiced Item view, the Customer Orders view will have Back and Home buttons displayed at the top left-hand corner that takes you back to the Purchase Order List. 

Customer Order Summary

The Order Summary is made up of 3 totals; Total Value, Total Cust Order Qty, & Total No Of Lines. 

The 3 totals will automatically recalculate when items are added, updated and removed from the order. 

• Total Value – The sum of the Total Cost column.
• Total Cust Order Qty – The sum of the Cust Order Qty column.
• Total No Of Lines – The sum of the total number of Customer Order item lines added to the order. 

Order Columns 

The Customer Orders view is made up of rows and columns. Listed across the top of each column are the Column Headers.  

Like the Purchase Orders, Goods Received & Goods Invoiced, Customer Orders allows users to decide exactly what data is visible on screen and gives the functionality to hide the data that does not apply to them. 

There are 3 types of column headers on the PO Items page. 

• Columns that are automatically displayed & users cannot hide.
• Columns that are automatically displayed but users are able to hide.
• Columns that are automatically hidden but users are able to display. 

Visible on the Customer Orders view are 10 auto displayed column headers. These are a mixture of columns that can and cannot be hidden. 

The below table explains what each of these Column Headers represent: 

Column Header Name	Function
Item Ref	Displays the Item Reference for that item.  This column is locked down and cannot be hidden.
Name	Displays the name of the item.  This column is locked down and cannot be hidden.
Customer Name	Displays the name of the Customer on the customer’s account.  This column can be hidden if required.
Customer Order Date	Displays the date that the Customer Order was processed on the till.  This column can be hidden if required.
Expected Date	The date that you can expect to receive the item by, mapped from the Expected Date in the PO Item List view. Note: this is not the ‘Deliver By’ date. There are rules in place that determine what information appears in the Expected Date column. If a Product Lead Time has been set within the back office, then this will take priority and this date will be displayed.  If the Product Lead Time has not been set, then the Supplier Lead Time is displayed.   If both the Product Lead Time and the Supplier Lead Time are not set, then this field will remain blank. This column can be hidden if required.
Requested Date	Displays the date that the customer requires the item to be received by.  This column can be hidden if required.
Cust Order Qty	Displays the quantity the customer has ordered. – This is an editable field.  This column can be hidden if required.
Allocated	Quantity that has been allocated to the customer at the time of booking in stock.  This column can be hidden if required.
O/S POP Stock	Displays the value of items that are yet to be booked in against that Purchase Order.
Total Cost	Displays the total cost of that item line.  This column is locked down and cannot be hidden.

To hide/ display columns from the PO Items page, 

• click on the Select Columns icon. 

A menu will appear containing 12 options, some of which are auto displayed columns and others being additional columns. The auto displayed options (the ones that are currently displayed on the Purchase Order Items Page) will be selected and displayed with a green tick. 

The table below explains what each of the additional Column Headers represent: 

Column Header	Function
Account Ref	Displays the account reference number for that customer.
Units Ordered	Quantity ordered on the Purchase Order.  Note: this is not necessarily the Customer order quantity as you may order more than the customer requested.
Booked In	The quantity booked in against that Purchase Order.
Invoiced	The unit quantity invoiced against that Purchase Order.
Total O/S POP Stock	Displays the value of items that are yet to be booked in against all Purchase Orders for that location. Note: this does not take in to account outstanding stock against orders placed within RetailStore

Processing Customer Orders 

Once the Customer Order(s) have been added to the Purchase Order, that Purchase Order can no longer be voided or cancelled, you are able to edit the Box/ Units Ordered quantity within the PO item list view. 

When you are ready to process the Customer Order, 

• click back on the Purchase Order tab. 

• Select Action > Send PO To Supplier 

At this point, 

• complete the relevant fields to display the necessary information on the PDF print out. 

For more information on this, please click here to access the Send PO to Supplier section of the manual.  

Once you are ready to order, 

• select the FINALISE PO button. 

Note: the PDF print does not contain any customer information. 

Your Purchase Order now has an Order Status of ‘Ordered’, but amendments can still be made by editing that Purchase Order. Click here, to review the section on how to edit. Until then, the Cust Order Qty column within the Customer Orders view will remain locked down. Also note that no amendments can be made to a Customer Order once a Delivery Note or Invoice have been added. 

Once finalised, the POP value in Sales > Customer Despatches will increase.  

The next step is to book in our goods by adding a Delivery Note. For full instructions on how to do this, refer back to the Adding a Delivery Note section of the User Manual. 

Once the Delivery Note is booked in, the Resv quantity in Sales > Customer Despatches increases, and the POP value is reduced. 

After a Delivery Note is booked in, the item contained on the Purchase Order is auto allocated to that customer. 

The O/S POP Stock and the Total O/S POP Stock are reduced by the quantity booked in. 

Note: these does not take in to account outstanding stock against orders placed within RetailStore Next, 

▪ add and Complete an Invoice. 

For full instructions on how to do this, refer back to the Adding an Invoice section of the manual. 

Once completed, notice that the Invoiced column increases. 

Note: this only increases when the invoice is completed. 

Part Received Customer Order – 2 Customer Orders ordering the same item 

This section of the document is going to take you through the Customer Order process where two orders are made for the same item, and only one is received. 

Firstly, 

• Open the Purchase Order that contains both customer Orders. 

From within the Purchase Order Item List, notice that there is only one item line but with a Units Ordered quantity of 

‘2’. 

• Select the Customer Orders tab 

The Units Ordered, O/S POP Stock and Total O/S POP Stock columns are shared between both orders: 

• Finalise the Purchase Order

Click here take you through this process. 

Next,  

• add a Delivery Note to the Purchase Order 

Click here to take you through this process. 

In this example, only 1 of item ‘QUQ001’ is received, although 2 were ordered. 

• Book in the one item received. 

A message box appears on the screen, advising the number of items received, the number of items outstanding, and the number of items allocated. 

• Click on the dropdown arrow

Displayed are the customer details for each customer order:

Note: Outstanding isn’t what the customer has ordered, it is the value that they are still waiting to receive. 

To allocate the item to either of these customers, 

• key in the quantity you are allocating to them.

Or; 

• press the + or – buttons to adjust the quantities

Note: to help you choose which customer to allocate the one item to, the Order Dates & Requested Dates are displayed. 

Once allocated to a customer, their Allocated quantity increases, along with the other customer’s Outstanding quantity. This represents that one customer has now been allocated that item, and the other customer is still awaiting one. You are unable to allocate more than you are booking in and are unable to allocate more than what the customer is outstanding. 

• Select OK to save, and then again to confirm. 

Next,

• click back into the Customer Orders tab. 

Notice that the Allocated quantity has increased for that one customer. The other customer’s Allocated quantity is still set to ‘0’ as we are yet to allocate them an item. 

We are now going to add a new Delivery Note and book in the second item. 

To do this, 

• Click on the Goods Received tab
• Add a new Delivery Note and book in the outstanding item. 

Because there was only one Customer Order Outstanding, and we are booking the remaining item in, that item is auto allocated without the allocation box (previously shown) being displayed.  

Referring back to the Customer Orders tab, the Allocated column has now increased for the second customer, and O/S POP Stock and Total O/S POP Stock are reduced by the quantity booked in. 

Editing a Customer Order  

Once a Purchase Order has been finalised, it requires editing before any amendments can be made. Please click here to follow this process. Note that this cannot be edited once a Delivery Note or Invoice have been added. 

Even if a Purchase Order has an Order Status of ‘Draft’ or ‘Awaiting Resend’, you cannot delete an item line on a Purchase Order if a Customer Order is associated. However, with that Order Status, the Cust Order Qty field for each item on the Customer Order is editable. This is where you can reduce the quantity to less than was what was originally requested. 

To reduce that value, 

▪ click into the Cust Order Qty field and override the current quantity. 

Note: you cannot exceed the original value, and you cannot change the quantity to ‘0’. 

Once reduced, you will receive the following message: 

• Select Yes to continue.

De-allocate/ Refund a Customer Order 

Different scenarios will determine different outcomes dependant on Customer Orders refund (part or full) and de-allocate actions.  

See the table below for more information: 

Purchase Order Status	Action	Scenario	Outcome
‘Draft’ or  ‘Awaiting Resend’	Refund	No other items are associated No other customer  order is associated   Customer order  quantity equals units ordered	The Purchase Order item line is removed from the PO The Customer Order item line is removed from the PO The entry within Sales > Customer Despatches is removed Purchase Order status is updated to ‘Voided’
‘Ordered’ or  ‘Ordered  (Amended)’	Refund	No other items are associated No other customer  order is associated   Customer order  quantity equals units ordered	The Customer Order item line is removed The Purchase Order item line remains within Purchase Orders v2. The entry within Sales > Customer Despatches is removed.
‘Draft’ or  ‘Awaiting Resend’	De-Allocate	No other items are associated No other customer  order is associated  Customer order quantity equals units ordered	The Customer Order item line is removed from the Purchase Order The Purchase Order item line is removed from the Purchase Order The Sales > Customer Despatches status is updated to PO Pending A new entry is created within Process Customer Orders Pending Purchase Order Status is updated to ‘Voided’
‘Ordered’ or  ‘Ordered  (Amended)’	De-allocate	No other items are associated   No other customer order is associated  Customer order quantity equals units ordered	The Customer Order item line is removed from the PO The Purchase Order item line is not removed from the PO A new entry is created within Process Customer Orders Pending The entry within Customer Despatches remains against a pending Purchase Order.
‘Draft’ or  ‘Awaiting Resend’	Full refund	Purchase Order has other items or at least another Customer Order attached.	The Customer Order item line is removed from the Purchase Order  The Purchase Order item line is also removed only where the quantity refunded matches Units Ordered.   Where the quantity refunded does not match Units Ordered, the Customer Order item line is removed and the Units Ordered is reduced by the quantity as per the customer refund.
‘Ordered’ or  ‘Ordered  (Amended)’	Full refund	Purchase Order has other items or at least another Customer Order attached.	The Customer Order item line is removed.   Units Ordered remains the same   The Purchase Order status remains the same.
‘Draft’ or  ‘Awaiting Resend’	Part refund	The Purchase Order has other items or at least another Customer Order attached.	The Customer Order Qty is reduced by the quantity that has been refunded.  The Units Ordered Qty is reduced by the refund quantity.
‘Ordered’ or  ‘Ordered  (Amended)’	Part refund	The Purchase Order has other items or at least another Customer Order attached.	The Customer Order Qty is reduced by the quantity that has been refunded.  Units Ordered remains the same.  The Purchase Order status remains the same.
‘Draft’ or  ‘Awaiting Resend’	De-allocate	The Purchase Order has other items or at least another Customer Order attached.	The Customer Order item line is removed and placed in the Pending Customer Orders Processing.  The Purchase Order item line is removed from the PO where Customer Order Qty equals Units Ordered.   Where Customer Order Qty does not equal Units Ordered, Units Order is reduced by the deallocated Customer Order quantity.
‘Ordered’ or  ‘Ordered  (Amended)’	De-allocate	The Purchase Order has other items or at least another Customer Order attached.	The Customer Order item line is removed and placed it into the Processing Customer Orders Pending pot.

Advanced Customer Orders 

For those customers who have the Licence Feature activated, Purchase Orders v2 has an integration with Advanced Customers Orders. If you do not have this feature and wish to find out more, please speak to your Account Manager for more information. 

Within the POP module, 

▪ select Multi Location Customer Orders Pending. 

Here you will see a list of all your Customer Orders made on the Till as standard: 

Locate to the Actions section of the page: 

One of the options against each order is named Create PO. There are no rules that determine if this option appears on screen. Instead, this option is always available and selecting it always creates a new Purchase Order no matter of the circumstance. 

When selected, you will receive the following message, informing you of the Purchase Order number that has been created within Purchase Orders v2. 

Referring back to the PO List, the Purchase Order is displayed containing that Customer Order. From there, continue with the rest of the Purchase Orders v2 process as standard. 

Another option that you may see against your Customer Order in Multi Location Customer Orders Pending, is Add to PO. You will only see this when there is an existing order from which you can allocate stock from, and you are able to satisfy the whole order. 

Example: you have an outstanding Purchase Order that contains ‘Item A’ with a Unit Qty of ‘5’, none of which have been allocated to any other customers. Your Customer Order containing the same item (Item A) has a ‘Qty Required’ value of ‘2’. Therefore, your whole Customer Order can be satisfied from that existing Purchase Order. 

To continue with adding that Customer Order onto an existing Purchase Order, 

• select Add to PO. 

You will receive a message advising what PO the Customer Order has appended to. 

Within Purchase Orders v2, the Customer Order has appeared, increasing the Outstanding Customer Orders quantity by the value that the customer had ordered. 

• Continue with the rest of the Customer Order Process as standard.  

Foreign Suppliers 

Purchase Orders v2 has the ability to manage orders to Foreign Suppliers. When creating a Purchase Order for a Supplier that does not trade in your base currency, the exchange rate that is set up on the system is displayed at the top of the PO Item List view.  

As items are added, removed or their order quantities are updated, the Base Order Value is auto-updated and displays the Total Order Value in your base currency. This information can be found when hovering over the Information icon displayed to the left-hand side of the PO Ref

As the Total Order Value is updated, so is the Base Order Value, based on the exchange rate displayed. 

Whilst your Purchase Order is still in a ‘Draft’ or ‘Awaiting Resend’ state, the exchange rate displayed on the PO Item List view is subject to change if your exchange rate is updated. 

Where your PO is in an ‘Ordered’ or ‘Ordered (Amended)’ state, the exchange rate displayed on the PO Item List view is fixed. 

If you select to re-edit the Purchase Order, the exchange rate will update if the system exchange rate has changed. 

Please note that the exchange rate and Base Order Value will show on the PDF copy of the Purchase Order.