The Purchases module of SalesPad Cloud is a valuable tool that allows you to manage purchase orders, place new purchase orders with vendors, track previous purchase orders, and more.
To get started, open the Purchases module by clicking the Purchases icon on the left-hand side of the screen.
- Create a Purchase Order
- Link a Purchase Order to a Sales Document
- Line Item Hint
- Receive a Purchase Order
- Outsourced Work (Work Orders)
- Purchase Order Status
- Purchase Order Tabs
- Search for a Purchase Order
- Print or Email a Purchase Order
- Purchase Generator and Advisor
- QuickBooks Online Integration Notes
To create a new purchase order, click the New Purchase Order button in the upper right-hand portion of the screen. From the drop-down that appears, select your Purchase Order Type.
For this example, we'll use Standard. Once you've selected the Purchase Order Type, you'll see that your purchase order has been generated.
Fill out the header information fields in your purchase order.
When you create a new purchase order, it is automatically added to the first Workflow Batch in your Purchases Workflow. You can also freely change Workflow Batch with the Workflow Batch field found on the right-hand side of the purchase order.
To add or edit line items in your purchase order, first make sure that you are in the Line Items tab of your purchase order. Click New Line to add a new line to you purchase order, then click the Item Number field to assign a line item (you can either begin typing the item number, or, you can click the arrow that appears to select the item from a list).
Note: The Item Number grid (the popup window that appears when selecting items) is dynamic. If you have already assigned a vendor to the purchase order, the grid will show that vendor's item numbers. On top of that, if you select a vendor item from that list, it will also carry over the vendor item's assigned UofM!
As shown above, if you'd like to delete a line item from your purchase order, select the line you'd like to delete by marking the checkbox, then click Delete Selected (found under the More Actions drop-down).
To edit line item information, simply click into the field you wish to edit and update your line item information.
If you've already discussed this purchase with your vendor, or, if you have a predetermined Discount Amount or Shipping Amount, you can enter this information in the corresponding fields located at the bottom of the purchase order.
To copy a purchase order, or set the purchase order as historical, click the More Actions drop-down in the upper right-hand corner and select the appropriate option.
If you have an Open purchase order, and you will not be receiving the remaining from your vendor, you can use the Close option to set the purchase order Historical without needing to receive all of the line items.
Purchase orders save automatically. You can view each of your existing purchase orders on your grid in the Purchases module window.
To link a purchase order to a sales document, check the box next to the line items you want to link to a sales document, then click the Link Selected button. The advantage to doing this is your line items will allocate and fulfill when the linked PO is received and that receipt is posted.
The Attach Purchase Order Line to Sales window will appear. Check the box for the Purchase Order Item you want to link to a Sales Document, and the SDs window will auto-populate with open sales documents that have matching backordered line items waiting to be purchased.
Click the orange Link Qty box and indicate how many items from your purchase order you want to link to this sales document. Click Save in the lower right-hand corner to link the documents.
The sales document will now appear in the Linked Sales Lines tab of your purchase order.
Receive the purchase order and post the receipt to fulfill the line items on the linked sales document.
To quickly view quantity and vendor information for a line item on a purchase order, click the Hint icon on the far right-hand side of your purchase order grid. This hint gives you helpful information to take into account when creating purchase orders.
Note: If you do not see the Hint icon, open the Columns editor, which is located just above the upper right-hand corner of the grid, and check the box for Line Item Hint (this box will be at the top of the list).
Note: Quantities displayed reflect quantity statuses for the location assigned to this purchase order line.
To receive a purchase order, click Receive Purchase Order in the upper right-hand corner of the screen.
Confirm that you want to receive the purchase order in the window that appears.
You will be redirected to the purchase receipt. For more information on purchase receipts and receiving in SalesPad Cloud, please review our Receiving documentation.
Outsourced work allows you to order an item that requires existing inventory items to be shipped to a vendor, assembled or otherwise consumed by that vendor, and shipped back to you as a finished product.
Please note that SalesPad Cloud does not support sending a single work order to multiple vendors; each vendor needs a separate work order, and each work order must be received separately.
Before you can create a work order, you must first create an Outsourced Purchase Order Type. Additionally, you will need to create an outsourced work Location. This Location is used to track inventory sent to vendors through a work order.
Any inventory items intended to be used on work orders need to have the Is Outsourced checkbox checked. Components for outsourced inventory items do not need to be labeled as outsourced items if they are also inventory items. Components that are not inventory items but represent the vendor’s process need to be marked as outsourced on the item's Component tab. Click here to review how to create inventory items with components.
To create a work order, select Outsourced from the New Purchase Order dropdown.
Fill out the information fields on the work order. When adding line items, only items marked as outsourced are available to add to the Line Items grid. Components for those items will appear on the grid as well, as in a standard sales document.
Once quantities have been fulfilled on the work order, the work order is ready to be transferred to the vendor. Click the Transfer to Vendor button in the upper right-hand corner.
While the work order is waiting on the vendor, the only changes that can be made to the document are to void or receive it. If a work order is voided, inventory will need to be manually transferred back into your warehouse, once you’ve received that inventory back from the vendor.
Once you’ve received the work order, the receipt will list only the parent items from the work order, not the components. Posting the receipt creates and posts an inventory adjustment to removed the fulfilled inventory from the outsourced work Location. The vendor bill created from the work order receipt will be generated with only the outsourced components of the parent items on the receipt.
The purchase order status is visible on the purchase order header and on the lines. It is used as a visual indicator to the user of what actions have taken place on the purchase order. To view the purchasing status of items on a purchase order, add the Purchasing Status column to your Line Items grid.
For a brief explanation of each status, click here:
Purchase Order Status
Open - The purchase order is open and has NOT been printed or emailed.
Released - The purchase order has been printed or emailed
Past_Received - This status is brought in from QuickBooks Online; the purchase order was received in QuickBooks Online
Received - The purchase order has been received
Closed - This status is brought in from QuickBooks Online; the purchase order was closed in QuickBooks Online
Change Order - The purchase order was modified after the purchase order was printed or emailed and has not been re printed or emailed.
Once all the line items on a purchase order have the same status, that status will appear in the upper right-hand corner of the purchase order.
Note: The None and Open statuses do not appear in the upper right-hand corner of the sales document. SalesPad Barcode will only display purchase orders with a status of 'Released'.
The bottom of each sales document contains tabs that utilize a variety of features.
Note: Any grid that appears inside a tab is searchable and customizable just like your main Inventory grid.
- Line Items Tab - See Create a Purchase Order for details on this tab
- Linked Sales Lines Tab - Shows any sales lines linked to this purchase order
- Interactions Tab - Keeps a record of communications involving this purchase order; click New to add an interaction
- For a brief explanation of the different information fields in the Create Interaction drawer, click here:
Subject - Allows you to give a subject line for this interaction
Notes - Provides a space to record notes on the interaction
Starts On - Indicates when the interaction starts
Ends On - Indicates when the interaction ends
All Day Event - Indicates whether or not the interaction is an all-day event
Remind On - Allows you to choose a date for a reminder from SalesPad Cloud (this appears as a notification in the upper right-hand corner of the screen)
Interaction Type - Assigns the interaction to an Interaction Type , such as Email, Phone, In-Person, etc.
Assigned To - Allows you to assign the interaction to a company user
Contact Person - Indicates the contact person for this interaction
Location - Indicates the location for this interaction
Completed On - Indicates the completion date
Is Complete - Indicates whether or not the interaction is complete
- Audits Tab - Audits purchase order activity
- Receipts Tab - Displays any associated purchase receipt lines; you can link or unlink purchase receipts by clicking the appropriate button at the top of the tab (check the box next to the purchase receipt you wish to unlink for access to the Unlink Selected Purchase Receipt button)
- Notes Tab - Displays notes associated with this purchase order; you can add more notes by clicking in the notes field and typing your information
- User Fields Tab - Displays any user defined fields associated with this purchase order
- Landed Costs Tab - Displays any landed costs associated with this purchase order
- Resources - Displays any Google Drive documents associated with this purchase order
Once inside the Purchases module, you will see a grid displaying your existing purchase orders.
There are several ways to sort and filter your existing purchase orders. Before you begin your search, though, decide whether or not you want voided or historical purchase orders to be displayed in your search results. Check the boxes just to the right of your search bar accordingly.
To search for a purchase order by number, type the purchase order number (or partial number, if you don’t know the exact number) into the search bar located just above your grid.
You can also search each column in your grid. To reveal the auto filter row for your columns, click the gray ellipses found just below the column headers.
Enter your search criteria into whichever auto filter row is most useful for your particular search.
Certain purchases columns, such as Status, also offer dropdown options in the auto filter row.
If you don’t see the column you want to search in your grid, click the Columns button in the upper right-hand side of the screen.
Clicking this button reveals the Edit Columns drawer. Check the boxes for columns you want visible and uncheck the boxes for those you’d rather not see.
The Reset Column button in the Edit Columns drawer will restore your grid to its default view, and the Clear Column Filters button will clear out any search criteria you have currently entered in the auto filter row.
To print a purchase order, click the Print button next to the transaction header.
Choose a Report to print from the list on the left-hand side of the screen.
A preview of the report you selected is visible on the right-hand side of the screen. Click Print in the lower left-hand corner and follow your local computer's prompts to choose a printer and print your report.
To batch-print purchase orders, select the purchase orders you want to print by checking their boxes in the Purchase Order search grid, then click the Print button that appears at the top of the grid.
To email a purchase order, click the Email button next to the transaction header.
Choose a Report to email from the list on the left-hand side of the screen.
Click the Next button.
Choose whether or not you want to use an email template, then, if using a template, selected that template from the Email Template dropdown.
If you select an email template, the email will load in the preview window, and you will not be able to make changes to the body of the email. If you're not using a template, type your email into the Email Body field.
Once the body of your email is ready, give your email a subject (the document number is the default subject) and enter the "from" information. To quickly fill in the From Email and From Name field, choose either From Current User or From Created By field from the Fill Email Form dropdown. Otherwise, choose the Free Type option (selected by default), and free type the "from" information.
Enter the recipient's email address in the Recipients field. You can also cc or bcc recipients, if necessary. The report you selected on the previous screen will be attached to your email as a PDF download.
Click Email in the lower left-hand corner when you are ready to send your email.
If your company creates a large number of purchase orders on a regular basis, SalesPad Cloud can assist you with generating those purchase orders via either the Purchase Generator or the Purchase Advisor. The Purchase Generator is a simple tool that allows you to quickly create purchase orders based on a few customizable parameters. The Purchase Advisor is similar to the Purchase Generator in that it generates purchase orders, but it offers more control over the generation process.
The options you select for both Purchase Generator and Purchase Advisor will hinge on the details of your company's restock plan. It is strongly advised that you create a restock plan before opting to use the Purchase Generator or Purchase Advisor. Addtionally, before using either option, you need to visit the Purchasing Settings section of your System Settings and set up your defaults.
To generate purchase orders using the Purchase Generator, open the Purchases module, click the New Purchase Order dropdown in the upper right-hand corner, and select Generator.
The Purchase Generator drawer will appear. Based on the defaults you set up in your System Settings, some or all of the fields will already be populated.
Finish filling out the information fields in the drawer, if necessary. For a brief explanation of each of the fields in the Purchase Generator drawer, click here:
Location - The Location that will be used for the generated purchase orders
Vendor - The vendor that will be used for the generated purchase orders
Reorder By - Determines the method by which purchase orders will be generated; choose one of three methods:
- Backorder - Purchase orders are generated for all inventory on backorder and for inventory necessary to restock the Location
- Dropship - Purchase orders are generated only for inventory on dropship sale lines
- Reorder Point - Purchase orders are generated for the inventory necessary to restock the Location (determined by an item's restock plan)
Reorder Point - Determines which quantities of the item's restock plan to include when generating purchase orders; choose one of five methods:
- Min Purchase Qty - The minimum purchase quantity of an inventory item
- Max Purchase Qty - The maximum purchase quantity of an inventory item
- Reorder Qty - The preset quantity to purchase for this inventory item
- Vendor Item Min Ord Qty - The mimimum purchase quantity of a vendor item
- Vendor Item Max Ord Qty - The maximum purchase quantity of a vendor item
Once you've made your changes, click Generate POs in the lower right-hand corner to close the Purchase Generator drawer and generate your purchase orders. SalesPad Cloud will generate purchases order for inventory that fit the criteria established in the Purchase Generator. The purchase orders are generated in the background; feel free to continue doing business or even log off of SalesPad Cloud. Once all the purchase orders have been generated, you will receive an email alert.
To generate purchase orders using the Purchasing Advisor, open the Purchases module, click the New Purchase Order dropdown in the upper right-hand corner, and select Advisor.
Choose a Location, Reorder By, and Reorder Point in the three corresponding fields at the top of the Purchase Advisor screen. For a brief explanation of these three fields, please reference the Purchase Generator drawer field definitions.
Once you've chosen your Location, Reorder By, and Reorder Point, a list of items that need to be purchased will appear on the Purchase Advisor screen. These are items that should be purchased based on the criteria established in the fields above the grid. At this point, they are simply available to be selected for purchasing; they haven't yet been associated with a purchase order.
Choose the items you want to purchase by checking the box next to the item on the far left of the grid. The Vendor and Qty To Purchase columns are editable; make any changes you want to make to these columns.
Remember that any grid in SalesPad Cloud is customizable and designed to help you quickly find what you're looking for. Feel free to reorder the columns and click the column header to sort in ascending/descending order as you sort through items to purchase.
If at any point you change the Location, Reorder By, or Reorder Point fields at the top of the Purchase Advisor window, the grid will reset with a new list of items that need to be purchased.
To see details on each purchase order that will be generated based on the items you've selected, click the Show Details button to the right of the grid.
The Details pane allows you to review the purchase orders and the items included in each. By default, each item's checkbox is already checked. Uncheck a box to remove this item from the purchase order(s).
Note: Items without a Sales Doc Num indicate items being purchased in order to bring inventory levels back to the reorder point.
Once you've finished making your changes, click Generate POs in the lower right-hand corner.
The purchase orders are generated in the background; feel free to continue doing business or even log off of SalesPad Cloud. Once all the purchase orders have been generated, you will receive an email alert.
Note: It is not necessary to open the Details pane and review items to include on the purchase orders before generating the purchase orders. SalesPad Cloud has provided this option, but if you're confident that you want to purchase every item on the purchase orders you selected from the Purchase Advisor grid, it is not necessary to review the purchase order details before generating the purchase orders.
If you are using Purchase Advisor to reorder by backorder quantity, note that Sales Workflows have an Include for Purchasing checkbox for each batch. If this box is checked, the Purchase Advisor will look at documents in that batch only.
For a complete summary of QuickBooks Online integration details, click here.
SalesPad Cloud does not sync purchase orders to QuickBooks Online, only purchase receipts as vendor bills.