Creating and Editing a Purchase Order (PO)

Overview
Purchase Orders (POs) within Linnworks allows you to log and record what you are ordering in from suppliers to replenish your stock. The Purchase Orders functionality is very flexible and can be used to track your supply chain process from start to finish fully.

Table of Contents

Creating a new PO

Delivering a PO and working with fulfilment centres

Step 1: General Info

Four main PO options need to be configured first

Status

The status of a PO shows what stage the PO is currently at. There are 4 PO statuses

  • Pending: All new POs start in this state. Pending POs are still being created, and have not been sent to a supplier yet.
  • Open: Open POs has finished being created, and your supplier may already be processing the order.
  • Partial: If some of the items ordered on a PO have been delivered to you, but not all of them, the PO is in a Partial state, and you're waiting for the rest of the delivery.
  • Delivered: When all the items requested in a PO have been delivered, then PO moves to a Delivered state.

Reference

The PO's reference is a unique number used to refer to the PO later. Linnworks will automatically generate a unique reference code for you, but you can enter your own if necessary

Location

This is the stock location (warehouse) the items in the PO will be delivered to.

Invoicing currency

This is the currency you're using to purchase the items from the supplier. The currencies available in this list are taken from your currencies table. If you select a currency other than your default, you will be asked to enter an exchange rate. Clicking the refresh button will take the exchange rate you set in your currencies table.

PO Step 1

 

Step 2: Supplier Info and Dates

The following options concern the supplier you're raising the PO with.

Supplier Ref

This is the reference number your supplier may have given you. You may have to include this when raising your PO.

Supplier

This is the supplier you're raising the PO with. The list includes all suppliers you've logged in your supplier register

Unit Cost amounts

This is where you select how you will be paying tax on the items you're purchasing; inclusive of tax, exclusive of tax, or no tax at all.

Date

This is the date when you're raising the PO with your supplier. By default, it will be set to today, but you can change it to a date in the past or future.

Expected

This is the date you expect the PO to be delivered by. If you're expecting the items on your PO to arrive on different days, then this date can either be when you expect the first items to arrive, or when you expect all the items to be delivered.

poStep2

 

Step 3: Items

The following grid allows you to add items to your PO, and add important item information.

Adding and Deleting Items

Clicking the Add Item button will let you search your Linnworks inventory for an item to add to your PO. If you've added an item that you need to remove, you can select it and click the Delete Item button to remove it from the PO.

The search window will show some basic information about the item you've searched for. Clicking the plus icon to the left of any SKU will expand the row to show much more detail.

Configuring Items

The items grid displays basic information about the item you're purchasing.

  • SKU: The Linnworks SKU for the item you're ordering.
  • Sup. Code: The code your supplier uses to refer to the item. This is taken from the supplier tab of the stock item.
  • Title: The Linnworks stock item title.
  • Quantity: The number of items you're ordering. This is the granular amount and will be automatically changed to make sure it's above the supplier's minimum order amount, and a multiple of the pack size.
  • Unit Cost: This is the calculated unit cost of each granular item. It's calculated by first taking the unit cost set against the supplier, and then adding a portion of other costs.
  • Tax Rate: The tax rate your paying on the item.
  • Tax: The total amount of tax you're paying for that item row.
  • Line Total:
  • The total unit cost plus the tax you're paying for that item row.
If you have a spreadsheet or .csv file that matches the PO screen's format, you can copy and paste your data directly into the item's table. Your data must include a SKU column, and can also include a Quantity, Unit Cost, and Tax Rate column. If the data you're trying to copy has errors, you can see them by clicking the warning button.

poStep3

 

Step 4: Other Costs

The Other Costs table lets you log any other costs you may be charged for the PO. This usually includes shipping and customs prices.

By default, these costs are divided equally across every granular item in your purchase order and added to each item's stock unit value.

Adding Other Costs

A cost is split into parts

  • Type: By default, the type of another cost you're adding will be a Shipping cost. Other types can be added.
  • Reference: A reference number for this cost, for example, a sales reference for an overseas delivery service.
  • Cost: How much you've been charged for this extra cost.
  • Tax Rate: The tax rate applied to the cost.
  • Tax: The total amount of tax you've paid on the cost.
  • Total: The total cost plus the tax you've paid.

Step 5: Properties and Notes

You can further customise a PO by adding properties and notes.

Properties

Clicking the Properties button lets you add custom properties to a PO. These properties can be used later by an application or macro to help find and identify POs with a specific property.

Properties are split into four parts

  • Date: The date and time the property was added
  • Name: The name of the property. This is used to identify the property later, e.g. 'Shipping Service'.
  • Value: The actual information you charged in to store against the PO, e.g. 'DHL Global'
  • User: The user who added the property.

Notes

A note is used to add any accompanying written information that would be helpful when working with this PO.

Notes can be displayed on a printed or emailed PO, so your supplying can see them. Notes are split into five parts.

  • Date: The date the note was added.
  • Time: The time the note was added.
  • User: The user who added the note.
  • Note: The note text.

You can click the bin icon in the Delete column to delete a note.

Step 6: Summarise and Finish

The Summary

The PO summary is at the bottom right of the screen. Use this to get an overview of all your costs.

  • Subtotal: The amount you've been charged minus all taxes and other costs.
  • Tax: The amount you've been charged in tax.
  • Total: The total amount you've paid for all items, tax, and other costs.
  • Shipping: The amount you've been charged for shipping.
  • Shipping Tax: The amount you've been taxed for shipping.
  • Converted Total: If your PO was made in a different currency to your default, the converted total would show your total PO cost converted into your default currency.
  • Paid: The amount you've paid so far for the PO.
  • Due: The amount you still have to pay.

Finishing your PO

Once you've created your PO, remember to save it.

You can then perform three different actions to

Printing your PO

Clicking the print button will print your PO using one of your predefined PO templates.

Emailing your PO

Clicking the email button will allow you to email your PO to your supplier.

Changing your PO's status

If you've sent a copy of your PO to your supplier to be fulfilled, you should change your PO's status to Open. Your PO will automatically be marked as either partially delivered or delivered either by using the Stock In screen or manually delivering the PO from the PO screen.

When your PO is either in an Open or Partial state, you can use the Edit PO screen to mark items off the PO as delivered.

  • If you select a row and press the Deliver button, you can choose how many of that item has been delivered. If it's the first time you've delivered an item on this PO, the status of the PO will change to Partial.
  • Clicking the Deliver All button will mark all items on the PO as delivered, and change the status of the PO to Delivered

Delivering a PO

When your PO is either in an Open or Partial state, you can use the Edit PO screen to mark items off the PO as delivered.

  • If you select a row and press the Deliver button, you can choose how many of that item has been delivered. If it's the first time you've delivered an item on this PO, the status of the PO will change to Partial.
  • Clicking the Deliver All button will mark all items on the PO as delivered, and change the status of the PO to Delivered

Working with Fulfilment Centers and Amazon FBA

When creating/delivering a Purchase Order to an Amazon FBA location or Fulfilment Centre, the following applies:

  • When moving a PO to open, the due stock value for FBAs or Fulfillment Centres do not change with inventory updates

Amazon FBA

  • The status can be changed to "Delivered".
  • No items can be booked in, and no stock level adjustments are made either the Linnworks Location or submitted to Amazon.
  • See FBA Inventory for further information on how FBA stock level is recorded in Linnworks.

Fulfilment Center

  • If the Fulfillment Centre in Linnworks is configured to receive Inventory level updates, it is treated the same as Amazon FBA, i.e. the status can be changed to "Delivered", however, no items can be booked in and no stock level adjustments are made
  • If the Fulfillment Centre in Linnworks is NOT configured to receive Inventory level updates, individual items in the PO can be delivered (i.e. it works as if the location was not a Fulfillment Centre).
  • See Fulfilment Centre Import/Export Configuration for further reading
  • See Fulfillment Centre Options for further reading