OrderPort provides workflows for managing wholesale and distributor customers. You can also utilize Purchase Orders to sell to these customers. In OrderPort, Purchase Orders (P.O.s) allow you to fulfill an order and collect payment later. P.O.s also allow incremental payments for orders. This document provides an overview of these workflows.
Table of Contents
- Wholesale and Distributor Customer Class Setup
- Creating Wholesale or Distributor Customer Accounts
- P.O. Settings
- Making Purchase Orders
- Receiving Payment on Purchase Orders
- Report for Unpaid P.O.s
- Purchase Orders in the Business Summary Report
Wholesale and Distributor Customer Class Setup
You can configure the Wholesale and Distributor classes in OrderPort Admin -> Operations -> Customers -> Customer Classes.
From here, click edit to the right of the class you want to customize.
The primary customizations you should consider are the invoice template and the discount levels.
Samples for the different invoice formats are attached to this document below.
Creating Wholesale or Distributor Customer Accounts
Wholesale and Distributor customers are set as tax exempt by default.
Additionally, these customers will have new optional fields in the billing address section.
- New fields for Wholesale customers:
- New fields for Distributor customers
P.O. Settings
There are two important settings to take note of when configuring purchase orders for the first time.
Payment Terms
Payment terms are used to set payment due dates for purchase orders.
Payment Terms can be set up in OrderPort Admin -> Settings -> Payment Processing -> Payment Terms.
Here, you can view existing terms and create new ones. When checking out a purchase order, you will select a term.
Purchase Order Approval
You can add an additional verification step to Purchase Orders.
This setting is configured from OrderPort Admin -> Operations -> Customer Service.
If enabled, orders checked out with P.O.s will wait for approval in the On Hold section of the Fulfillment module. This step is skipped if the setting is disabled.
To approve a purchase order which is on hold, go to OrderPort Admin -> Products -> Fulfillment.
Next, select On Hold in the Search filter.
Click on the order number, then under the action menu at the top right of the window, select Approve.
Making Purchase Orders
Purchase Orders are typically created in the Admin Cart.
The Admin Cart can be accessed from OrderPort Admin -> Products -> Enter Orders.
First, search for the wholesale or distributor customer in the "Order for" section (you can also use P.O.s for regular customers, but it is less common). Next, add the products to the cart. When the cart is built, go to the Checkout page.
At the bottom of the checkout page, set the payment method to Purchase Order.
You will need to include a P.O. Number and can optionally add a term. P.O. numbers are not automatically generated. You can use any system you'd like, such as incremental numbers or a number based on the date and time.
Once you complete the checkout, the order will go through the standard fulfillment process. If you require P.O. approval, as shown above in the Purchase Order Approval section, it will first be marked as on hold.
Receiving Payment on Purchase Orders
Payment for purchase orders is taken in OrderPort Admin -> Operations -> Customer Service. To identify which orders are waiting for payment, please see the Reporting section below.
You can set the payment type filter to Purchase Order, and you can also search by order number and P.O. number. Click on the order number to open the order details.
Under the Payments section, click View/Receive Payment(s).
From here, you can take partial or full payment, or mark the order as paid without receiving any funds.
Report for Unpaid P.O.s
You can find all your unpaid P.O.s in a report. This is done in OrderPort Admin -> Operations -> Reports -> My Reports.
If this is the first time you are checking for P.O. payment statuses, click New Report. Choose the A/R Aging template.
Click View Report.
You can edit the parameters to further refine your search, if needed. For quick access to this report later, click Quick Save as Template Report.
Purchase Orders in the Business Summary Report
The Business Summary report is an important report for many businesses. The Business Summary report is in Standard Reports -> Sales Reports.
The Sales collum considers all orders with a status of In-Progress or Released, regardless of whether payment has been taken or not. Once payment has been taken on a Purchase Order, that will be indicated under the A/R (accounts receivable) collum.
In the example below, the A/R collum tells us that $4,377.50 has been paid to P.O.s using MasterCard credit cards.
