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====== New Purchase Orders for MMJ ====== ===== Summary ===== This section dedicates itself to making the purchase order process complete and easy. There are several steps to follow, this section should be reviewed and completed by someone responsible for inventory, who has sufficient training in the regular operations of the POS System., **Note:** It is best to have the items to add and the vendors already input into the system. ===== New Purchase Order for Inventory ===== * Search for a vendor from the contacts field in the the office toolbar\\ * From the Vendor Screen, go to File >> New >> Purchase Order (See:Add New Purchase Order in this article)\\ * The new Purchase Order will pop up behind the Contact Window, minimize the contact window the modify the purchase order. From the toolbar, select File >> Save, this will unlock the Total Cost option for adjusting the total cost of items\\ **Note**: Make sure your vendor has the 'Wholesale option" selected for their price line look up. The vendor information screen in shown in Fig 1 below: {{:guides:dispensary:purchaseorders:guide_posinvdis1.jpg|}} //Fig 1: Vendor Information Screen in CCS// ===== Add Items Into the Purchase Order ===== You can add items into your order using the following ways:\\ * Enter by Product Name or SKU\\ * Enter the Item quantity, size in grams and cost\\ **Note:** If you see inventory items with a negative value, right click on it and edit the items' count back to zero prior to receiving the order. ====== Receive Order Into Inventory ====== Once you have added items, you can receive them into inventory. There are two options to receive your items; receive items one at a time, receive all items at once. ==== Receive items one at a time ==== * Expand the purchase order window and click on the check box marked 'Re' for received\\ * To check inventory changes on items, use the drop down to view the current inventory\\ * When you are done purchasing, select Edit >> Receive Order from the toolbar. * Select File >> Save from the toolbar and use the drop down from the item look-up to review the changes in inventory\\ A snapshot of the purchase order window with "Re" checked is shown in Fig 2 below: {{:guides:dispensary:purchaseorders:guide_posinvdis2.jpg|}} //Fig 2: Receive Items One by One// ==== Receive all items at once ==== * To receive all items at once, from the toolbar, click Edit >> Receive Order. * To check inventory, a file will have been added to the desktop marked 'Inventory Change Transaction - XXX' where XXX is the number of the invoice\\ A snapshot of the Edit >> Receive Order from within the Purchase Order Dialog Box is shown in Fig 3: {{:guides:dispensary:purchaseorders:guide_posinvdis3.jpg|}} //Fig 3: Receive Order in CCS// ====== Add a New Inventory Item====== ==== Add new item ==== Go to Office Toolbar >> Inventory >>Product- Department-Category Search >> Add Item\\ **Note:** The best way to add an item is to copy an existing item. This will copy the label printing, tax policies and other features of this item. Make sure you set the count tp "0" for the copied item. ==== Copy existing item ==== * To copy items,go to Office Toolbar >> Inventory >> Product- Department-Category Search * Search for the item from the search field * Click on Copy Item to copy the existing item A snapshot of the product search category screen with the add and copy item menu buttons are shown below: {{:guides:dispensary:purchaseorders:guide_posinv4.jpg|}} //Fig 4: Add New Item// For more information on copying items and the search window, go to the search window\\ **See CCS Search Options Video:** [[http://cafecartel.com/help-videos/35-retail-point-of-sale-terminal-operations/223-ccs-product-searching.html]] ===== Add New Purchase Order ===== * To add a new purchase order, go to Office Toolbar >> System >> Transaction Management\\ * Click on Add and enter transaction type as "Purchase Order" A snapshot of the add new purchase order screen is shown in Fig 4 below: {{:guides:dispensary:purchaseorders:guide_posinvdis5.jpg|}} //Fig 4: Add New Purchase Order// ===== Add New Vendor ===== * To add a new vendor, go to Office Toolbar >> CRM >> New Contact * Input your new contact as a type supplier ====== Adjustment Item ====== * It is a special item that adjusts the order total. * Used when the quantity of the product multiplied by the rate of the product does not equal the purchase price. This is due to rounding beyond the normal pricing procedures of business. * The adjustment items are entered as a line item that provides the difference between the actual purchase order and what can be entered in the invoice.