The Manage Manual Purchase Order feature enables retailers to create purchase order documents to send to a supplier in order to purchase items based on desired quantities and pre-determined costs. Creating a manual purchase order allows retailers to manage, analyze, and audit ordered versus shipped quantities as inventory transactions occur through the RICS Back Office.

This document is a resource for retailers to understand how to:
• Create a Manual Purchase Order
• Edit a Manual Purchase Order
• Delete a Manual Purchase Order

 

CREATE A MANUAL PURCHASE ORDER
Follow the steps below to create a manual purchase order.

PURCHASE ORDER HEADER TAB

1. In the RICS Back Office, go to Inventory :: Purchasing :: Enter Purchase Orders

2. Enter a purchase order number in the Purchase Order # field

Note: A purchase order number is not required and RICS will auto generate a number if the field is left blank.

3. To select a supplier, enter or search for the supplier in the Supplier Code field

4. Enter the bill to and ship to store codes in the corresponding fields

5. If necessary, enter a discount percent, confirmation number, ship via method, terms and/or a program code in the corresponding fields

Options:

Discount Percent – Enter up to a 100% discount percent to apply to all items on the purchase order.

Confirmation # - Enter an alphanumeric confirmation number provided by the supplier.

Ship Via – Enter the shipping instructions to guide the supplier.

Terms – Enter the terms for the order as provided by the supplier.

Program Code – Enter a program code for the order as provided by the supplier.

 

6. Enter the order, ship, cancel and payment dates in the corresponding fields

Note: The order date will default to the current date but can be modified as needed. All other date fields are optional unless specified for the supplier on the Purchasing Options tab in the Setup :: Manage Suppliers screen.

7. If necessary, enter a comment or alert to display when a purchase order is loaded, ordered or received

8. If necessary, select the Split Shipment, Backorder, Special Order and/or PO Closed checkboxes

Options:

Split Shipment – Select to notify a supplier that items can be shipped in multiple shipments.

Backorder – Select to notify a supplier that items can be placed on backorder.

Special Order – Select if an item being ordered is accounted for by a customer.

PO Closed – Select to close a purchase order.

 

9. Click Save PO

SKU DETAIL TAB

1. Click the SKU Detail tab

2. To add a SKU to the purchase order, enter or search for the SKU in the SKU List field

3. Click Add SKU

Note: After the SKU is added, the SKU details and SKU grid will display. 

4. If necessary, modify the Receive At Cost, Size Level Cost, Change Cost or Change Price fields

Options:

Receive At Cost – This cost will default to the current cost as set in Setup :: Manage SKUs, minus any discount percent entered on the Purchase Order Header tab. If a Receive At Cost is different from the current cost, enter the new cost. Modifying the cost will not update the current cost for a SKU in Setup :: Manage SKUs. If the cost is modified, the user will be prompted to save changes by clicking Save SKU.

 

Size Level Costs – If an item is sold by the supplier at a different cost based on the size, click this option to modify the cost for each size to reflect on the purchase order. Modifying the cost will not update the current cost for a SKU in Setup :: Manage SKUs. If a size level cost is modified, the user will be prompted to save changes by clicking Save SKU.

 

Change cost – If the current cost for an item is incorrect, click Change Cost to update the Cost field in Setup :: Manage SKUs and on all future purchase orders. After the option is selected, a window will display allowing the user to update a SKU’s cost. Once the cost is updated, click Close Advanced Pricing for an update to take effect.

 

Change Price - If the current retail price for an item is incorrect, click Change Price to update the Retail Price field in Setup :: Manage SKUs and on all future purchase orders. After the option is selected, a window will display allowing the user to update a SKU’s retail price. Once the retail price is updated, click Close Advanced Pricing for an update to take effect.

5. Enter the order quantities in the corresponding sizes

 

Note: To view the current on hand inventory for an item, click the Show On Hand Qtys checkbox.

6. Click Save SKU

7. If necessary, repeat steps 2-6 to add additional SKUs

Note: To review previously entered SKUs on a purchase order, select a SKU from the SKU list.

8. Click Print and Clear

Note: A Purchase Order Report will be sent to the Report History Page to print or save and email.

 

EDIT A MANUAL PURCHASE ORDER
Follow the steps below to edit a manual purchase order.

1. In the RICS Back Office, go to Inventory :: Purchasing :: Enter Purchase Orders

2. To select a purchase order, enter or search for the purchase order in the Purchase Order # LookUp field

Note: After a purchase order is selected, the purchase order details will load.

3. Edit the necessary fields on the Purchase Order Header and SKU Detail tabs

4. Click Save PO

 

DELETE A MANUAL PURCHASE ORDER
Follow the steps below to delete a manual purchase order.

1. In the RICS Back Office, go to Inventory :: Purchasing :: Enter Purchase Orders

2. To select a purchase order, enter or search for the purchase order in the Purchase Order # LookUp field

Note: After a purchase order is selected, the purchase order details will load.

3. Click Delete PO

4. When prompted, enter Delete and click Delete Purchase Order