How do I create a purchase order?
Navigating XSite for Effective Purchase Management
Written by Michael Cook
Updated at February 22nd, 2024
Introduction
One essential aspect of inventory management is creating purchase orders for replenishing stock. This guide will walk you through the process of creating a purchase order in XSite, ensuring you maintain accurate and efficient control over your inventory.
Click here to review how to post/receive a purchase order.
Creating a Purchase Order in XSiteIO
- Navigate to the ‘Price Book' option from the side menu, select ‘Items’, and click on ‘Purchase Orders’.
- Use the site drop-down menu to select the site for which the order is intended.
- Select the ‘Supplier’ from the adjacent drop-down menu.
- Click on the blue ‘Create/Import’ button and choose ‘Blank’ to start a new order.
- It's advisable to input the date the purchase order is received first under the ‘General’ section. Fill in the date in the ‘Expected/Received’ heading. If managing backdated orders, ensure the purchase order date aligns with the inventory receipt date.
- Under the ‘General’ section, assign a title to the purchase order and enter the invoice number.
- Navigate to the ‘Search new item to add’ subheading. Search for an item by PLU, UPC, or description.
- Enter the quantity received and click the blue ‘Add’ button to include it in the purchase order.
- Apply any discounts directly on the item line, which will automatically adjust the financial summary at the bottom of the purchase order.
- Taxes will be calculated and applied as items are entered into the order.
- Under the ‘Details’ heading, enter additional information such as payment method, buyer, or other relevant notes about the purchase order.
- Ensure all details are accurately entered and click the blue ‘Save’ button located at the top of the screen under the purchase order name.
Creating a Purchase Order in XSite Classic
- Navigate to the ‘Purchase Order’ option located under the ‘Inventory’ heading in the side menu.
- Use the site drop-down menu to select the site for which the order is intended.
- Select the ‘Supplier’ from the adjacent drop-down menu.
- Click on the blue ‘Create/Import’ button and choose ‘Blank’ to start a new order.
- It's advisable to input the date the purchase order is received first under the ‘General’ section. Fill in the date in the ‘Expected/Received’ heading. If managing backdated orders, ensure the purchase order date aligns with the inventory receipt date.
- Under the ‘General’ section, assign a title to the purchase order and enter the invoice number.
- Navigate to the ‘Search new item to add’ subheading. Search for an item by PLU, UPC, or description.
- Enter the quantity received and click the blue ‘Add’ button to include it in the purchase order.
- Apply any discounts directly on the item line, which will automatically adjust the financial summary at the bottom of the purchase order.
- Taxes will be calculated and applied as items are entered into the order.
- Under the ‘Details’ heading, enter additional information such as payment method, buyer, or other relevant notes about the purchase order.
- Ensure all details are accurately entered and click the blue ‘Save’ button located at the top of the screen under the purchase order name.