Purchase orders are the orders you send to your vendors (suppliers) to obtain certificates to fill your user's orders and is the recommend method to add certificates to inventory.
The order form contains three (3) sections. These sections are split into different boxed areas and are order form(main tab), options(top right), and order information(bottom right). The order number is found at the top of the order form. Changes in the order form box are saved only when the save order button is clicked. If changes have been made and not saved, an orange 'Order Not Saved' message is displayed. To save these changes, click the save order button at the bottom of the order form.
Order Details
The top of the Order Form tab contains the details for the order (Vendor, Order Date, Status).
Order Date: The date of the order can be changed at any time.
Status: A purchase order begins with the 'Ordered' status. When you receive the purchase order from the vendor, change this option to 'Received'. The 'Added to Inventory' option will be automatically selected when the entire order is added to inventory. You may also manually select this option. When certificates are added to inventory but the entire order is not added, the status is changed to 'Backordered'. When the remaining certificates are added, the status will change to 'Added to Inventory'.
Adding Certificates
In the Certificate section of the order form tab, you can add, edit and delete certificates. The Certificate # field is an optional setting that can be enabled/disabled on the site settings page. NOTE: Only certificates with the current vendor set as it's vendor in the certificate settings will be available to add to the purchase order. I.e. If the purchase order vendor is 'Great Lakes', only certificates of the 'Great Lakes' vendor can be added.
1. If enabled and you know the certificate number, enter it in the Cert # column. Else you can directly select the desired certificate in the Certificate (Den) drop down box. This drop down box also has a type-ahead feature allowing you to search for the desired certificate.
2. If the certificate is a 'Write-In' certificate (denomination set at $0), the denomination field we be enabled. Enter the desired denomination for the certificate. If a denomination is set for the certificate, this field will be automatically filled and remain disabled.
3. Either the Amount or Quantity field will be enabled based on the preferred entry setting selected on the site settings page. Enter either the amount or quantity in the entry box. Note: Filled and Discount fields will automatically be filled.
4. Click the Add button to add the certificate.
Editing Certificates
1. You can also edit the amount of the certificate by clicking the Edit button.
2. Either the Amount or Quantity field will be enabled based on the preferred entry setting selected on the site settings page. Enter either the new amount or new quantity in the entry box. Click the Save link to update the changes. NOTE: You must click the 'Save' button at the bottom of the order form to completely save these changes.
Deleting Certificates
1. You can delete a certificate using the delete link. You may only delete a certificate if no amount has not already been added to inventory.
To save any changes made, you must click on the 'Save Order' button at the bottom of the order.
Discount
Certificates are that are added to inventory from purchase orders are added with the discount percentage and split set for each certificate. Before adding a purchase order to inventory, ensure that all discount percentages match your actual purchase order you received.
1. To edit the Discount percentage or change the split, click the discount percentage link for the desired certificate.
2. The Update Discount box will appear with the current discount split. Enter the desired user and organization discounts. (Enter 2.5% enter as 2.5, Maximum 2 decimal places.)
3. Click 'Update Discount' button to update the percentage on the order form.
3. To save changes you must click on the 'Save Order' button at the bottom of the order.
Shipping
The shipping cost is intially set to the default value saved in the vendor's settings. To change the shipping follow these steps.
1. Click the shipping cost amount link.
2. The link will be replaced by an input field to enter the new value. After making the change, click outside the field.
3. To save changes you must click on the 'Save Order' button at the bottom of the order.
To reset shipping back to the default vendor shipping, click the Reset button.
Options
In the Options section to the right, you can add to inventory, print, export or delete order.
Add to Inventory: Clicking the add to inventory link will display the add to inventory box to add the desired certificate to inventory. Enter the amount to fill for each certificate and click the 'Add to Inventory' button.
Export: Clicking export will download the certificate data to a comma separated value (CSV) file which can be opened in most spreadsheat software.
Delete: A deleted order is completed removed from the database. If any certificates have been added to inventory, you cannot delete the purchase order.
Order Information
The information box contains data on how the certificates were added to the order, the date and time when the order was marked as 'Received', and the date and time when the order was 'Added to Inventory'. The 'Added to Inventory' date and time is recorded when the first certificate is added, not after all have been added.
