Order Page
The top of the Order Page shows the order's PO # followed by the vendor name and the vendor code in parentheses. Below that are the main action buttons: + Item and the Receive drop-down (shown while the order is still pending), the With Checked drop-down, and Import... (bring in a vendor file -- see Importing POs), along with a print icon and a View PO by # search box for jumping to another PO.
The vendor name is shown in blue, indicating that it is a link. This link will take you to the vendor page where you can view the vendor information. Learn more about vendor pages here:
Adding Items
The + Item button is used to add items to the PO. When you select this button, an Add Item to Purchase Order popup will appear that allows you to enter the item information. The fields in the popup include:
| PLU | Search all non-archived items or directly type in the item number |
|---|---|
| Description | Shows the description of the item entered in the PLU field |
| Quantity/UOM | Enter the quantity of the item being added -- Change the unit of measure for the item |
| Each Cost | Enter the cost per item being added |
| Total Cost | Quantity * Each Cost- click this field and enter the total cost of all the items, and Each Cost will be recalculated accordingly |
| Reserve For | Enter a customer account here to reserve items on the PO for them |
| Note | Add a note to the line item |
Info
Small icons in the popup provide shortcuts:
- The magnifying-glass icon next to the PLU field opens the inventory search page in a new tab, and the plus icon starts a new inventory item.
- The asterisk icon next to Quantity will multiply the quantity you have entered in the field by the quantity you enter when prompted. (For example, if you are adding flats of 12, use this function to calculate the total number of items being ordered.)
- The check icon next to Each Cost ("Use current average cost") will insert the item's current average cost as the each cost.
- The arrow icon next to Each Cost ("Use last each cost") will use the item's most recent cost as the each cost.
Popup Button Options:
Just make the popup disappear without making changes to the PO
Add the item and simultaneously receive it
Add multiple items without repopulating the popup
Add the item and return to the Order page
Order Totals & Info
View and edit an overview of order totals, dates, notes, and more!
Total Costs
| Total On Order: | Total cost of all items |
|---|---|
| Total Received: | Total cost of received items, excluding items on the PO but listed as "Ordered" |
| Other Costs: | Cost of shipping and other misc. vendor charges, enter this amount by clicking the field |
| Total Invoice: | Total Received + Other Costs |
Info
If a check-circle icon appears next to Other Costs, those costs have been rolled into the items' costs (freight roll-in).
Dates & Invoice Info
| Created: | Date the PO was created |
|---|---|
| Est. Delivery: | Estimated delivery date, entered by clicking the field and selecting from a calendar |
| Bill Date: | The accounting date used when the PO is closed (see QB Dates) |
| Invoice #: | Invoice number to match invoice to PO |
| Due Date: | Terms of payment for vendor- when the bill needs to be paid by |
Status & Additional Info
| Received: | Either "NO" for not received yet or the Received Date |
|---|---|
| Status: | While the order is still pending, set it to Building, Booking, Submitted, In Transit, Confirmed, or Arrived. Once the order is received or closed, the status is shown as "Received" or "Closed" and can no longer be changed here. |
| Attachments | Links to all the attachments (AV, confirmation, invoice, etc.) associated with the PO |
| Notes: | Enter notes on the PO by selecting the pencil icon next to Notes |
Tip
If you submit your order via the Submit ... button at the bottom of the order page, VMX will automatically set the order status to "Submitted"
Items Table
The standard columns on the order items table are below. (Some companies have extra columns, such as On Hand or Barcode, enabled by VMX.)
| Checkboxes | Checkboxes at the left of each row select items for the With Checked and Receive menus. The checkbox in the header row checks/unchecks all rows. |
|---|---|
| PLU | Item number & link to item page |
| Description | Full description and wishlist info, if applicable |
| Part # | Item's part number, editable on the Order Page or on the Item Page |
| Note | Add notes to specific line items |
| Qty | Quantity on order |
| UOM | Unit of measure |
| Each Cost | Cost per item, entered on the + Item popup, but editable by clicking the table cell |
| Subtotal | Each Cost * Quantity |
| Margin | (Each Price - Each Cost) / Each Price, as a percentage |
| w/ Freight | Margin adjusted to include shipping costs |
| Each Price | Retail price set for item |
| Department | Item's department |
| Status | Item's order status (Ordered, Received, Canceled, or Unreceived) and the employee who added the item |
Info
The item description column may also include an "Also on order" alert like this:
\
which shows the quantity, PO #, and vendor information if an item is on order multiple times!
Line Item Menu
The last column of the order table (shown while the order is still pending) is a drop-down arrow with actions for that line item. The options depend on the item's status:
Receive (receive just this line), Edit (repopulate the item popup and make changes), Duplicate (add an identical line item), Cancel (mark the item "Canceled" -- it stays visible on the order but cannot be received), and Delete (remove the line from the order)
Unreceive (undo the receipt of this line) and Unreceive + Cancel (undo the receipt and cancel the line)
Uncancel (return the line to "Ordered" status) and Delete (remove the line from the order)
Order Table Totals
Beneath the items on the table, view the total quantity, total cost, margin, and margin with freight. If only some items have been received, the totals show both the ordered and received amounts. The total cost of the order including Other Costs is shown at the bottom of the table.
Receiving & Unreceiving Items
Use the Receive drop-down at the top of the order page to receive or unreceive the checked items:
- Check the line items you want to receive (or use the header checkbox to check all).
- Select Receive → Receive Checked.
- In the Receive Checked Items popup, choose whether to Add Tags (add the items to the list of tags to print) and Add Reservations (create reservations for any special orders).
- Select Receive Checked.
To unreceive items that were already received, check them and select Receive → Unreceive Checked. The Unreceive Checked popup lets you Remove Tags and Remove Reservations at the same time.
You can also receive or unreceive a single line from the drop-down menu at the end of its row.
Once every item is either received or canceled, buttons appear to move the whole order along: Complete marks a pending order as received; Make Pending moves a received order back to pending; Close Order closes the received order (and can send it to your accounting system); Reopen Order returns a closed order to the received list.
With Checked
Use the With Checked drop-down to run an action on the line items whose checkboxes are checked. Actions include:
- Add Tags: Add selected items to the tag queue
- Reorder: Add items to a new PO with the same vendor, which will be created when you select this option
- Load to Register: Auto-ring up selected items to the register page
- Move Items: Transfer "Ordered" items to a different PO
- Negate Quantities: Change the item quantities from positive to negative (or negative to positive)
- Apply/Remove Discount: Add a vendor discount on all the items and toggle the check button to include or exclude freight prices in the discount. You can also select a percentage based discount or an amount.
- Cancel / Un-Cancel: Cancel the selected ordered items, or return canceled items to "Ordered"
- Delete Items: Delete the selected (non-received) items from the PO
- Pumpkin: Distribute a total cost among the selected rows according to their retail price so that they all have the same margin
- Set Primary Vendor: Set the primary vendor for each selected item to the PO vendor
- Set Costs (by Margin): Set the cost for each selected item based on a margin you enter
Companies with multiple stores also see Set Store (set the receiving store for each ordered item), Create Transfers (create inter-store transfers for this order), and Split PO by Store (move items destined for other stores onto new, store-specific POs).
Toggle, Export, & Submit
Select the Toggle Prices button at the bottom of the order page to show or hide the cost columns (Each Cost, Subtotal, Margin, and w/ Freight) on the order table -- useful before printing a copy that shouldn't show costs.
Select the Export ... button to create an Excel spreadsheet or PDF of the PO. Use the popup to select the file format, which columns to include, a note to the vendor, the sort order, and whether or not you want to download the file.
Info
If you do not select Download, the system will just open the file in a new tab!
Select the Submit ... button to send a PO to the vendor (or to anyone) right from the order page! In the Submit to Vendor popup, choose the method (Email, or Phone to record that the order was submitted over the phone), the format (Excel or PDF), and which columns to include. If there is an email address recorded in the vendor profile, it is shown in the Recipient field and used automatically when you leave the field blank. Check CC Me to receive a copy of the email yourself.
Info
If you submit via email, the reply-to email will be the email address for the employee who submitted the order. If that employee doesn't have an email address in the system, the reply-to address will be the same as the sender.