Table Of Contents
- What are Purchase Orders and when should they be used
- How to Set up Payment Terms
- Creating a Purchase Order from Admin Cart
- Creating a Purchase Order from Point of Sale
- Report of all OnHold Orders and UnPaid Orders
- How Purchase Orders display in the Business Summary.
What are Purchase Orders and when should they be used
Purchase Orders are orders where you can collect payment later. These orders are typically used for wholesale or distributor orders. These orders can also be used for events where the customer wants to pay in increments. Please note these orders can not be edited.
How to Set up Payment Terms
Payment terms are where you set up how many days the buyer has to provide payment for the order. You can set up as many payment terms as you like. To set these up Navigate to OrderPort Admin > Settings > Payment Processing module > Payment terms. Enter in the name of the term and how many days the until payment is required. The Save New Term.
In terms, you also have the ability to set up a default term. This will be the one that applies to all purchase orders unless you specify otherwise.
Creating a Purchase Order from Admin Cart
When Creating a purchase order in the Enter Orders Module/Admin Cart the intention is that you are going to provide the buyer with the Receipt and they will review the terms and Pricing. The order will go into an On-Hold status for this time frame. Then you can either proceed with the order or cancel and create a new purchase order if you need to adjust the order. Please see the steps below.
1. Go to OrderPort Admin > Products > Enter Orders. Then search for the customer you would like to create the order for. If they do not have an account select the want button and create one for them.
2. Add your products and go to checkout. Select Purchase Order as the payment method. Select the terms you would like to use. You will also need to create your own purchase order number. This number is for your own records. Then Complete the order
3. Print the receipt and send it to your customer for review. The order status will now be set to On-Hold.
4. Once the customer has approved the order. Go to OrderPort Admin > Operations > Customer Service > Search for the order > Details. In the select drop down click Aprove.
5. Once the order is approved and you are providing the products to the customer. You need to navigate to OrderPort Admin > Products > Fulfilment. The order will be in the To Import Category for you to push through and get the shipping label or be ready for pick up.
6. When you are ready to take payment Go to OrderPort Admin > Operations > Customer Service > Search for the order > Details. Select the View/Receive Payments button. Enter the customer's payment method. If you are using a card this will charge the card.
7. If you have not already you will want to make sure you mark the order as released from fulfillment.
Creating a Purchase Order from Point of Sale
When creating a purchase order in the Point of Sale the intention is that you are going to provide the buyer with the products immediately and they have already confirmed exactly what they want. These orders will not go into the OnHold status and no additional approval is needed.
Please Note: When a purchase order on the Point of Sale is made it is considered an immediate sale. These orders can not be canceled and should not be refunded. If you refund a purchase order it will show a refund in your reports. If you think the customer might decide to change the order then create the purchase order through OrderPort admin.
1. If you need to ship the order navigate to OrderPort Admin > Products > Fulfilment. The order will be in the In Session Category for you to push through and get the shipping label.
2. When you are ready to take payment Go to OrderPort Admin > Operations > Customer Service > Search for the order > Details. Select the View/Receive Payments button. Enter the customer's payment method. If you are using a card this will charge the card.
3. If you have not already you will want to make sure you mark the order as released from fulfillment.
Report of all OnHold Orders and UnPaid Orders
Go to OrderPort Admin > Operations > Reports > Standard Reports > Other Reports. From there you can view the On Hold Orders Report and the UnPaid Orders report to see a list of all active purchase orders.
How Purchase Orders display in the Business Summary.
If you create a Purchase Order through OrderPort admin even after approval the funds will not display in the business summary as a sale. Once you push the order through fulfillment so that it is ready to be shipped or picked up you will see the funds in the business summary listed as a sale. They will be located in the applied payments category under the purchase order field.
If you created a purchase order on the point of sale the order will be immediately listed on this report under the applied payment field.
Once you actually receive funds on a purchase order a new field will populate on the business summary labeled A/R or Accounts Receivable. This is where the funds for the purchase order will be displayed.
