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Purchase Orders

Table of contents

Creating a Purchase Order #

  1. Go to Products on the main menu.
  2. Click the Purchase Orders sub-menu.
  3. Click the Add New button.
  4. Select the Vendor the order will be sent to.
  5. (Optional) If you have your order settings set for each product, you can check the Auto-Build box, and have Encore build the order for you.
  6. If you have an order number, enter it into the Order Number field. Otherwise, it can be left blank.
  7. Set the Date of sending the order to the vendor.
  8. If you know the expected receiving date, enter that into the Expected Date field.
  9. The Ship By field is which company the order is being shipped by.
  10. The Order From and Ship To sections should be filled in with the vendor information and your company information, respectively.
  11. Click Save.
  12. Begin adding Items (if needed) by clicking Add Item.
  13. Every item added will ask for Quantity and Cost. (It will default to the cost set up in each individual product.)
  14. Every product entered can be Edited or Deleted unless your Receive the order. Once an order is Received or Completed, the Purchase Order cannot be edited.

Voiding/Deleting a Purchase Order #

Note: This can only be done if the order is not complete or received.

  1. Go to Products on the main menu.
  2. Click the Purchase Orders sub-menu.
  3. Click on the Purchase Order you want to void.
  4. Click the Void button at the bottom-left.
  5. Click Void again to confirm your choice.

Receive an Order #

If the order arrives that you had recorded in Encore, you can receive the order in Encore to properly update all of your On Hand for your products according to what is on the order.

 

  1. Go to Products on the main menu.
  2. Click the Purchase Orders sub-menu.
  3. Click on the Purchase Order you want to receive.
  4. Click Receive at the button-right of the screen.
  5. Edit any items that don’t match what you actually received from the vendor.
  6. Click Save.
  7. If you didn’t receive everything, you will get a message asking you to complete the order as-is, or leave the order open to wait for the second shipment containing the rest of the items.
  8. (Optional) Click Print to print the completed order.
  9. Click Close to close the screen.
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Updated on July 15, 2024