This document outlines the steps you can take to add Purchase Orders and Vendors through the ES100.  Once you have your Vendor(s) setup, you can then create Purchase Orders.

Vendors

To create a new vendor in the es100, go to the Vendor tab and click New Vendor.

To establish inventory that will be controlled by this new Vendor, go to the Vendor Tab, locate the vendor you want, and click Vendor Inventory.

Select the following:

•  Product # – check the product associated with this vendor
•  VenProd# – enter the vendor’s product # (which could be different than what you label your products as)
•  Cost – enter the cost of the product per the vendor
•  Quantity- enter the quantity normally purchased and should be in increments of the UnitCov value
•  UnitCov – Unit conversion from the vendor’s quantity to yours. Eg. Say you sell Zing Energy by the bottle but you BUY it from your vendor in cases. A case holds 20 bottles. Your UnitCov should be 20 (1 case becomes 20 units into your inventory). When you order the item on the PO,  quantities are translated as follows:
•  Order qty 20 =  qty 1 of the vendor item
•  Order qty 40 =  qty 2 of the vendor item
•  Order qty 80 =  qty 4 of the vendor item

Purchase Orders

Once your Vendor list is established, to create a Purchase Order for a vendor go to the Vendor tab, and find your vendor you wish to create a Purchase Order for.

Click new to create a new Purchase Order.

Select the Warehouse which the products being ordered will be tied to:

Select the item to purchase by clicking on the line item and then click Add to Order.

Once a new Purchase Order is generated, it must go through the proper Approval process (whatever that may be at your company). Once you click the Approve button, the status of the PO will go to “Approved” status and the date will be entered on the lower right-hand side of the PO indicating this approval.

To finish up the PO process, you would click Payments to pay for the PO. Upon payment, you would then click the Send button to send the PO.

Payment process should happen after receiving generally.(ie you pay after receiving the items). However, you can enter payments at this point if it makes sense for your business.

Upon receipt of your products, you will go into that same PO and click the Receive button to receive the products:

Here you can enter in the:

•  Cost – the amount you paid for the product from the Vendor
•  Quantity – the number of product quantities received
•  Accept/Reject – Accept if you accept the products and click Reject if you wish to reject the products on the PO

Once a PO has been completely received, you can

•  Print – this will generate a Purchase Order Invoice for you to print
•  Save – will save changes to your Purchase Order

If you only receive partial of the PO and reject a portion of the products, the screen will show the amount you accepted and then create a new line item row for the items you rejected:

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: