Overview of Purchase Orders

Purchase Orders (POs) are agreements created and sent to Vendors (suppliers), for orders of Inventory needed or Outsourcing to be completed, and to be paid for by whom is requesting it (the PO issuer).

Main Purchase Order Page

The main Purchase Order page can be accessed by clicking the Purchase Orders tile in the Inventory Section of the Steelhead Homepage.

Many actions can be performed on this page:

• Create a new PO
• Filter, order, and page POs
  • Use search bar to search PO #.
  • Use filters to filter by Created By, Inventory Item, Vendor, etc.
  • Filter by Drafts, Issued, and Fulfilled POs.
    • Issued and Fulfilled selections allow further filtering by Billing Status (Open/Closed).
• Reach related pages: Outsourcing, Receiving, Bills, and View Archived Purchase Orders
  • Found as links in the top right corner of the page.
• Configure PO input schema and PO stages
• Forward PO stage
• Edit PO
• Archive PO
• Email PO
• Receive PO items
• Receive Bill
• Reach individual PO pages

Creating a Purchase Order

There are a few different locations in Steelhead where you can create a new PO:

1. Main Purchase Order page
   

2. Inventory item pages
   

3. Low inventory control page
   

No matter which of the three above options you use, you will get the same "New Purchase Order" dialog. If you are creating a PO using option 2 or 3, some fields will auto-populate if the information is already in Steelhead.

Entering Purchase Order Details

The following fields are found in the top portion of a PO:

• Vendor
  • Vendor Address
  • Vendor Contact
• Bill To and Ship To
  Vendor and the associated details are chosen from drop-down lists which are populated by information entered into the Vendors Dashboard, accessible through the Inventory Section of the Steelhead Homepage.
• Bill Terms
• Ship Via
• Deadline
• Sales Tax
  Accounting details are established by your individual relationship with your Vendor.

Items

The Purchase Order may be populated from the dropdown list by Inventory Items attached to the Vendor in your database. The optional "Item Description" in your Inventory Item, if any, will populate the "Notes" on your PO. These Notes may be edited.

Enter the details for each item such as quantity, price, Product (category), and Tax Code.

Configuring PO Custom Inputs & Stages

Found in the top right corner of the main Purchase Orders page, you are able to configure both PO custom inputs and stages.

Purchase Order Custom Inputs

Configuring input schemas for POs is just like configuring input schemas in many other places in Steelhead. Configured input schemas will display as custom inputs when entering PO details. Entered custom inputs will be saved upon saving a PO and will appear on the individual PO page. These inputs could be any details that should be included that may not provided by the default PO fields.

Purchase Order Stages

It is common for companies to have an approval step for purchase orders. Someone in production will create a PO draft when they realize inventory is low, and they will have a production manager review and issue the PO. In Steelhead, you can add Purchase Order stages and you can set permissions on which users can issue purchase orders.

To set up purchase order stages:

1. Click on the "Stages" rubber stamp icon in the top right corner of the PO page.

2. Click "configure purchase order stages".

3. Leave the first and last stages in place, and add stages in between (you can change the names of draft and active if you'd like.)

4. Click "add stage" to add a "main" stage type. Click the + next to a stage to add a sub-stage/step.

5. Now with these stages set, the purchase order creator will create the draft and move it to the review stage. Someone on the production management team will do the initial review and then push it to the supervisor for final review.

Sending Purchase Orders:

Users may add a one-time mail recipient for Purchase Orders, like they can do with quoting.

• This will allow you to send Purchase Orders to a contact not configured as Vendor contact for that Purchase Order.
  1. Add email address to line.
  2. Click add.
  3. Then send.

Video explanation of purchasing

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