Purchase Order Workflow


Sellercloud’s procurement management tool gives you an opportunity to create Purchase Orders, process them, manage purchased goods, and automatically update inventory costs. This article will guide you through the key steps of the purchase order lifecycle.

To learn more about advanced PO features available in Sellercloud, refer to Managing POs: Additional Functions.

Sellercloud lets you order units from your vendors by creating Purchase Orders, which update inventory and product costs once processed. You can fully manage all aspects of your POs, including receiving, shipping and payment management.

Manage a Purchase Order

The Purchase Order workflow launches once a new Purchase Order is created in the system. During PO creation, and throughout its lifecycle, you may need to change PO general information or scope details on purchased items. Sellercloud allows you to make edits to a Purchase Order at any point. The change history for each product will be logged and displayed under the respective product’s Change Log toolbar.

Create a Purchase Order

To create a new Purchase Order, follow the steps below.

  1. Go to the Create New Purchase Order page by using any of the below paths.
    Purchasing > Create New Purchase Order.
    Purchasing > Manage POs > click the plus icon in the bottom right corner.
    Purchasing > Vendors > Manage Vendors > Vendor > Toolbox > Purchase Orders > click the plus icon in the upper right corner of the Purchase Orders panel.
  2. Specify the appropriate Company and Vendor names. Alternatively, to create a new Vendor, refer to instructions at Managing Vendors.
  3. Optional: Select the Receiving Warehouse the purchased items will be delivered to.
  4. Optional: Indicate the Payment Terms within which this PO must be completed. Click the arrow to proceed to adding products.
  5. Click the Expected Delivery box, and select the estimated date of products arrival.
  6. You can log offers from vendors without actually buying them by creating a Purchase Order and selecting Vendor Offer as Purchase Order Type.Create PO
  7. Click Add Products. For details, refer to the header below.
  8. Click Address to proceed. Provide all required information on the address the purchased items will be shipped to. Alternatively, select the previously saved address data, in the Saved Addresses drop-down list.Address at PO Creation
  9. Once completed, click the green flag icon.

Import Purchase Orders

You can also add multiple Purchase Orders at once using the Import Purchase Orders option. To do that, follow the steps below.

  1. Access Purchasing > Tools > Import Purchase Info.
  2. Select the Import Purchase Orders option.Import POs option
  3. To download a sample template, click the download icon on the Import Purchase Orders panel header.
  4. Complete the columns. Save.
  5. Return to the Import Purchase Orders panel. Select the appropriate file. Fill in the required fields.
  6. Optional: You can use an individually customized plugin for import. Contact the Support Team to request this plugin.
  7. Select the Create New PO Numbers checkbox to allow the system apply the numbering to the newly added POs.
  8. Select the Create As Credit Memo checkbox to mark the newly added Orders as Credit Memos.
  9. Click Import.Import POs function
  10. The import will be submitted to the Queued Job. Once processed, the new Purchase Orders will appear on the Manage POs page.

Add Products to a Purchase Order

When adding products to a Purchase Order using the wizard, follow the steps below.

  1. At the second step of the PO creation wizard, click Add Products.Add Products to PO
  2. Optionally, you can click the SKU List Mode toggle button on the top right, and then quickly search for products by entering one per row. You can also enter the quantity and unit price. Then click Search, and once the products show up, check the boxes to select them and click Add & Close.
  3. Without SKU List Mode enabled, you can just search for products and specify the Unit Price and Quantity.
  4. Check the boxes next to products to select them and then click Add & Close.PO creation step 3
  5. Specify information on ordered quantities, price, and discounts.
  6. Alternatively, you can add products via file upload. To do that, click the Upload Products icon, in the upper right of the Products panel (see figure below).Upload products to po

To get more information about adding products to Purchase Orders, refer to Add Products to PO.

Approve and Email a PO to Vendor

The next step in the PO workflow is to notify your vendor about purchased products.

When PO approval is configured to be required, the relevant notification will appear once you try to email an unapproved Purchase Order. To approve a PO, follow the steps below.

  1. Go to Purchasing > Manage POs.
  2. Select the appropriate Purchase Order.
  3. In the upper right, click Actions, and select the Approve Purchase Order option.
To approve POs, the user needs to have the relevant permissions within Employee Roles.

To email an approved Purchase Order to your Vendor, follow the steps below.

  1. Go to Purchasing > Manage POs.
  2. Select the appropriate Purchase Order.
  3. In the upper right, click Actions, and select the Send PO via Email.Send PO via email
  4. On the General panel, specify the Vendor EmailSubjectSender Name, and Sender Email.
  5. You are opt to use a pre-configured email template, or to compose a message on your own.sellercloud managing pos send po via email
  6. Once the email is completed, click Send.Send a PO to Vendor

Update PO Shipping Details

In response, the vendor will let you know about shipping data updated. To make the relevant changes in Sellercloud, follow the steps described below.

  1. Access Purchasing > Manage POs.
  2. Open the appropriate Purchase Order.
  3. In the upper-right corner of the selected PO, click Actions, and select Updating Shipping.For more instructions of how to update shipping data on a PO, refer to Purchase Order – Shipment details.Update Shipping
  4. Alternatively, the PO Shipping data can be updated with receiving Shipping Containers which include purchased items from the requested Purchase Order.

To get detailed instructions on how to receive shipments in containers with multiple POs, refer to Managing Shipping Containers.

Receive a Purchase Order

The next-to-last step in the PO workflow is to receive purchased items. To log a complete or a partial shipment on a PO, follow the below steps and instructions.

  1.  Access Purchasing > Manage POs.
  2. Open the appropriate Purchase Order.
  3. In the upper-right corner of the selected PO, click Actions, and select either Receive Whole PO to log all purchased items delivery, or, Receive Shipment to receive a part of a Purchase Order.For more instructions of how make receives, refer to Receive a Purchase Order.Receive Purchased Items

Cancel or Delete PO

In some cases, when the Vendor is unable to ship the products, or you no longer need them, you have the option to Cancel or completely Delete a PO. You can do this in bulk, by selecting POs in the Manage POs page > Actions > Delete/Change Status. You can also go open the Actions menu on the Purchase Order Details page and click Delete PO/Cancel PO.

If the PO is linked to a Sales Order as part of the Dropship workflow, you will be prompted to confirm you want to break that link. If you do so, the Order’s Dropship status will automatically change to None. This safeguard is present when updating a single PO and performing the bulk actions.

Update PO Status

You can update PO Status individually by opening the PO and navigating to the Statuses Panel, or in-bulk by selecting multiple POs and choosing the Change Status action from the Action Menu.

Payment Status

You can pay for purchased products before or after shipping the items. To record an outgoing payment, select Make Payment, from the PO’s Actions menu.

Apply Payment to POYou can manually add a payment to a Purchase Order, or apply your previous payments to that vendor to the requested Purchase Order. For more information on how to manage vendor invoices, refer to Manage Vendor Invoices.

Once paid, the vendor will send you an Invoice. Then, you can mark your Purchase Order as Paid, and close it. To close a PO, select the Close option, from the PO’s Actions menu.

General Status

A purchase order can have different statuses, each with its own definition. Refer to the descriptions provided below for further information regarding each status:

  • Saved
    • The PO is saved and is awaiting further action.
  • Cancelled
    • POs with status cancelled will not be shipped by the supplier.
  • Completed
    • The PO is shipped, received and invoiced.
  • Ordered
    • This status indicates that the PO is awaiting shipment.
  • Pending
    • The PO is created, but not approved or processed yet.
  • Received
    • The PO is received from the supplier and is ready to be processed. This can include items being received into inventory.

Sellercloud has an advanced purchase order system to help you effectively manage vendor orders, receive inventory, and track product costs. When you receive POs, they are added to your inventory to create an efficient inventory management system.In Sellercloud, you can perform various basic and advanced functions related to your POs. Purchase orders can be created from scratch or imported directly into your Sellercloud account. Once all the basic information is there, you can perform actions such as:

  • Split POs
  • Add individual items and kits
  • Apply payments and discounts
  • Email POs to vendors
  • Update shipping information

To learn about other PO functions available in Sellercloud, check out Managing POs: Additional Functions.

Navigating the Purchase Orders page
Purchase orders can be searched for, viewed, and managed in bulk from the Purchase Orders page. Here, you’ll see a grid with all your POs and specific information about them in each column. To access this page:

  • Click Inventory > Purchasing.

sellercloud inventory purchasing manage pos

You can narrow your PO search using the many available filters in the Search. sellercloud purchasing inventory advanced search

Using the Select Action dropdown in the top right corner, you can perform various actions to multiple POs at once. Simply select your POs, choose an action, and click Go. sellercloud inventory purchasing manage pos in bulk

Creating a PO

Check out this video tutorial about creating POs in Sellercloud.
  1. Click Inventory > Purchasing > New Purchase Order.
  2. Select company, PO Type, and Vendor. You can also select a Vendor and add other optional information. PO types include:
    • Purchase Order when ordering from Vendor
    • Credit Memo when returning item to vendor
    • Vendor Offer when logging offers from vendors without actually buying them.
  3. Click Save. The PO will be created and open to the PO page.
  4. You can select a Receiving Warehouse from the dropdown. If a warehouse has been selected on the vendor’s profile, it will default to that warehouse.
  5. Enter an address. If a warehouse has been selected on the vendor’s profile, it will default to address of that warehouse. Alternatively, select one from the Address drop-down.
    1. To add an address to the drop-down, click the Manage Address Book button. You can set an address entry to be the default address for a PO. However, a warehouse set on the vendor profile will override the default address for PO.

You can also add some other information to your POs:

  • A description
  • A note
  • A memo— The Memo note for the vendor will print on the PO
  • An Expected Delivery Date and Cancel By Date— These are for reference only, and will not affect the statues of the PO. The Cancel By Date will print out on the PO PDF if there is date entered
  • Shipping Instructions
You can log offers from vendors without actually buying them by creating a purchase order and selecting Vendor Offer as purchase order type.

Importing a PO
Purchase orders can be bulk-imported using the PO Import template. You can even import an old purchase order that was already received by logging the date of receiving.

If you want to import a PO without using the Sellercloud template, Sellercloud developers can customize a PO import plugin to your requirements.
  1. Go to Inventory > Purchasing > Import POs.
  2. Click Download Template. See an explanation of its fields below.
    1. Enter each product on a separate row. Each row must have PO information, including PO Number, PO Date, etc.
    2. Complete the template > Save the file.
  3. Return to Sellercloud > Choose a Company > Choose File > Import Purchase Orders.
    1. If importing with a plugin, select the Plugin > Import Purchase Orders.

The template columns correspond to the fields on the Purchase Orders page. All columns must be on the PO to successfully import, but not all columns require a value.

 PONumberPurchase order number in your system.

This can be overridden to create a new Sellercloud PO number by checking the Create New PO Numbers box on the Import POs page before importing.

In order to see the Create New PO Numbers box, you must enable Allow to Re-use PO ID in PO Import File in the Client Settings first.
 Description (optional)Text reference field.
 VendorVendor name. Can match existing vendor or will create new vendor.
 Payment Term (optional)Payment term with your vendor. Must match existing term.
Vendor Invoice Number (optional but helpful)Purchase order number in your vendor’s system. Often used for accounting.
 Memo (optional)For reference and instructions.
 PODateDate of PO creation.
 IsApprovedTRUE or FALSE.

Relevant when requiring POs to be approved before emailing to vendor using the Client Setting Require PO to be approved before it can be  emailed.

 ProductID ProductID must be in the Catalog before importing.
 ItemName Product name.
 UnitPrice Vendor price. The amount vendor is charging for purchase of item.
 QuantityOrderedQty of units ordered.
 QuantityReceivedQty of units received.
 QuantityReceivedOnDate the shipment was received. If nothing is entered, the date will default to date of import.
 DontCountInventoryIf set to TRUE, no inventory calculating will be done when creating and receiving the PO. Inventory can be calculated later from the Action Menu on the Manage Inventory page. This can speed up the import.
 CaseQtyOrderedEnter value when ordering by case.
 CostPerCase Enter value when ordering by case.

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