This document outlines the steps you can take to add PO vendors through the ES100.

Add a New Vendor

The first thing you need to do is add the vendor.  Follow the instructions below to do so.

Login to the ES100.

Click the Vendor tab>New Vendor

 

Below is the information you can enter for each vendor.

Enter the information as appropriate and click Save.

Define Vendor Inventory

Now you can add the inventory to be supplied by your vendor.  Use the following instructions to make your selections.

Click the Vendor tab.

Search for the desired vendor.

From the vendor’s screen, click Vendor Inventory. The screen below displays.

From this screen, select the following:

• Product # – check the product associated with this vendor.
• VenProd# – enter the vendor’s product # (which could be different than your label for the product).
• VenDesc– enter the vendor’s discription.
• Cost – enter the cost of the product per the vendor.
• Quantity – enter the quantity normally purchased from this vendor. This will need to increment by the minimum required by the vendor (example increments: if you put a 12 there, you have to order 12, 24, 36, etc).

UnitCov – If you order 12, the vendor sees this as 1; if you order 24, the vendor sees 2; etc., based on the increment settings in the example above.  Putting a 1 in the UnitCov indicates a 1:1 ratio.

Click Save to save your selections.

Repeat this process for each inventory item you wish to add.

Purchase Orders       

Once your vendor list and inventory are established, you can create purchase order.  The steps below outline this process:

Click the Vendor tab.

Search for the desired vendor.

From the Purchase Order section of the vendor’s screen (below), click new.

From the screen that displays next, select the Warehouse to which the products being ordered will be tied.

 

Select the item to purchase by clicking on New Item and then clicking Add to Order.  You will notice the Qty. field has already been populated by the amount you entered into Quantity when you set up the inventory for this vendor.

Once a new purchase order is generated, it must be Posted to go through the proper approval process, based on your company’s business practices.

Once you click Approve, the status of the PO changes to Approved and the date is entered on the lower right-hand side of the PO, indicating this approval.

To complete the PO process, click Send to indicate that the PO has been printed and sent to the vendor.

Once you receive the products on the PO, access the PO and click Receive to indicate the products were received.  The screen below displays:

From this screen, you can enter the:

• Cost – the amount you paid for the product from the vendor.
• Quantity – the number of product quantities received.
• Accept/Reject – Click Accept to accept the products or click Reject to reject the products on the PO.

If you receive only part of the PO and reject a portion of the products, the screen shows the amount you accepted and then creates a new line item row for the items you rejected:

You will have the ability to receive those products if the vendor ships them to you again.  Once a PO has been received completely, you can:

• Print – this generates a purchase order invoice for you to print
• Save – this saves changes to your purchase order

 

Then the order would reflect this change:

Once your product is received, the On Hand count of the inventory item will adjust depending on the quantity received on the PO, as shown below:

Payments made to a vendor can be applied at any time.