Adding Inventory

Once necessary setups are in place, quantities of inventory can be added to the system. This is accomplished by creating a purchase order, then flagging items on the purchase order as "received."

Creating Purchase Orders

Regardless of whether you plan to share POs with vendors, POs must be created in order to receive inventory into the system.

1. Navigate to the Inventory App > Purchase Orders.

2. Click Add New Purchase Order. The Purchase Order Details form will appear.

   1. Vendor NameIn this quick lookup field, begin typing the name of the vendor connected with the inventory to be received. This list pulls from the records created under Inventory App > Vendors.

      • Once a vendor is selected, and option to "Manage inventory products of [Vendor Name]" will appear. Click the linked vendor name to access the vendor record.

   2. NumberCreate a number for the purchase order.

   3. Start DateAssociate a date with the purchase order.

   4. DescriptionIf desired, enter a description.

   5. Click Add New Order Item to begin adding items to the purchase order. A table will appear.

      1. ProductUse the drop-down field to choose the product being added to inventory. Only products associated with the selected vendor will appear.

      2. QuantityEnter the number integer corresponding to the quantity to be increased.

      3. Item CostWhat your association paid per item.

      4. WarehouseThe warehouse under which the item should be recorded. Warehouses must be set up in order to select from this drop-down.

      5. Click Add.

   6. If necessary, click Add New Order Item again to add more items.

   7. When finished, click Save.

Adding Items to the Purchase Order: After the PO has been saved, staff can add more items to it from the Purchase Order Record > Details tab, by clicking Add Item to Purchase Order.

Associating More Items with the Vendor: If the product you wanted to order is not associated with the vendor in question (but should be), you can quickly associate it via the Purchase Order Record > Details tab, by clicking Add Inventory Product.

Printing Purchase Orders

If you wish to print or save a purchase order as a .pdf to share with a vendor,

1. Navigate to the Inventory App > Purchase Orders.

2. Open the Purchase Order Record > Overview tab.

3. Click Purchase Order Report. A new window displaying the report will appear.

4. Click the Print or Save icon.

Receiving Ordered Product into Inventory

Once an ordered product is received, it must be flagged as received by staff to bring it into inventory.

1. Navigate to the Inventory App > Purchase Orders.

2. Open the Purchase Order Record > Items tab.

3. In the Items table, locate the item to flag as received.

4. Click the Receive button. The Receive Product window will appear.

   1. QuantityEnter the quantity to flag as received. The quantity received must be equal to or lower than the amount ordered.

   2. WarehouseThe warehouse originally selected when the PO was created will appear, but this can be edited if necessary.

   3. Receive DateThe current date is automatically entered, but this can be edited if necessary.

   4. Click Save.

If the total quantity ordered is flagged as received, the Receive button will disappear.

Once a product is received, the Quantity Available for that product will visibly increase in the following areas:

• Product Record > Overview tab;

• Warehouse Record > Inventory tab.