Creating or Editing Purchase Orders

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 fully track your supply chain process from start to finish.

Table of Contents

General

The PO editing screen can be used to view, edit or create POs, depending on what stage of the process you are at with the order.

Edit Screen Overview

Buttons and Fields

    •  Properties - The Purchase order Extended Properties button allows the user to add/delete an extended property from a PO. 
    •  Audit Log - This shows an audit trail of all actions on the PO currently being edited, including the timestamp of the change, what was changed and the user who made the change
    •  Notes - This allows you to add Notes to the purchase order. When adding a note to a PO, any changes need to be saved before the user is allowed to add Notes
    •  Save -  It allows you to update the PO and save it after any change/update has been made in the PO
    •  Delete - It allows you to delete a PO in its entirety. A message box will appear to confirm whether you want the PO to be deleted
    •  Print - This allows you to print the displayed purchase order
    •  To Next Stage - The Next Stage will depend on what status the PO currently is, clicking this will move a pending PO to Open and an Open or Partial PO to Delivered. In order to set the status to partial, at least one line has to be completely delivered. To partially deliver a PO, please see below
    • Click  Add Item
      • A new menu will open where your stock items can be searched
    •  Delete Item - It allows you to delete items in its entirety.
    •  Deliver Item - This will deliver the Item selected from the PO and add the stock to your stock item. If the stock item is a batched item this stock will be added to the selected existing batch or to the new batch
    •  Deliver All - This will deliver all items on the PO and add the stock to your stock items. It will also mark the PO as delivered. A partial PO will still remain for batched items 
      • When a PO contains batched items 'Deliver All' will not deliver all, batched items have to be delivered individually (Deliver Item). An appropriate error window will be displayed.
      • When a Po contains unbatched items and batched items 'Deliver All' will only work for unbatched items and the following error will be displayed. 

'Deliver items' and 'Deliver All' will only allow the user to add delivered items if all changes have been already saved  

  • Status - This field is not directly editable. The status of a PO can be changed by using the button to the right of the field or partially delivering an open PO. Note that before making any changes to the status, the PO needs to be saved
  • Reference - This field is a reference number as defined by you. There is a specific field to input a reference number given by the supplier
    • A default reference number is given when new POs are created, this can be changed to a reference number of your choice. 
    • The default number is a concatenation of: "PO", day, month, year, minutes and 2 random numbers. For instance: PO1406160643
    • PO reference Numbers cannot be edited after saving the PO
  • Location - This is the Linnworks location that the stock will be delivered to
  • Supplier Ref - This is a reference number for the PO that has been given by your supplier
  • Supplier - This drop-down field will list all suppliers that have been defined in the Suppliers section of Linnworks
  • Date - This is will be used as the date of the PO. Please note that the date by default will be set to today, but can be set in the past or future
  • Expected - This is the expected delivery date for the PO
  • Currency - This is the currency you are using to pay for this purchase order. The available currencies are taken from your Manage Currencies list, and the supplier's default currency will be automatically selected.
  • Conversion Rate - This is the conversion rate for the currency used for the purchase order and your default currency for Linnworks. It is automatically populated with the conversion rate saved against the chosen currency in your Manage Currencies list. Please note that this value can be entered manually, and any manual changes can be reverted by clicking the reset button.  
    • For more information on how purchase orders work with different currencies, please see this KB article
  • Shipping - This is the cost, in the same currency as the PO, of the shipping excluding tax
  • Shipping Tax Rate (%) - This is the tax rate that will be applied to the shipping costs only

  Item Grid

Column Name Visible In Description
SKU All Status' This is the Linnworks SKU for the purchase order item
Sup. Code All Status' This is the SKU that the supplier has the item, which may not match your Linnworks SKU. This can be added in the Suppliers tab of the stock item details menu
Title All Status' This is the Linnworks title for the purchase order item
Quantity All Status' This is the number of order items you wish to purchase
Delivered Partial
Delivered
This is the number of units of this order item that have been delivered. It will be highlighted in red if there are outstanding items to be delivered
Unit Cost All Status' This is a purchase price for the item.  Up to 6 decimals are allowed for more accurate pricing (eg. Unit price= 0.000561)
Tax Rate All Status' This is the tax rate applied to this item in the PO
Tax All Status' This is calculated as the amount of tax for the order items on this row
Line Total All Status' This is the Unit Cost multiplied by the quantity ordered, inclusive of tax

  Summary Grid

Column Name Description
Subtotal The sum of all item costs excluding taxes & shipping, shown in the supplier's currency
Tax The sum of all tax payable on items only, shown in the supplier's currency
Shipping The sum of all shipping costs, excluding shipping tax, shown in the supplier's currency
Shipping Tax The sum of all tax payable on shipping only, shown in the supplier's currency
Total The total sum of all items, shipping costs, item tax, and shipping tax, shown in the supplier's currency
Converted Total The total figure, converted into your default currency

Adding and Reviewing Purchase Order Extended Properties

Opening the Extended Property screen

  • On the Edit PO screen, click  Properties
    • A new menu will open

Adding a New Property

  • Click on the 'Add New' button
  • Enter the Name and the Value of the Extended Property that you wish to add to the PO
  • Click 'OK' to add it and save

Deleting Purchase Order Extended Properties

  • Open the Extended Properties menu
  • Highlight the Property that needs to be deleted
  • Click on the 'Delete' button on the top right corner

Adding and Reviewing Purchase Order Notes

Opening the Notes screen

  • On the Edit PO screen, click  Notes
    • A new menu will open

Before adding any notes to a PO, please remember to click the 'Save' button first 

Adding a New Note

  • Enter the note text in the top text area and click Add Note

Deleting Purchase Order Notes

  • Open the Notes menu
  • Click to the right of the note that needs to be deleted

Creating a new Purchase Order

On the main Purchase Order screen, click  New PO. This will open the editing window. Then do the following:

  1. Enter the information in the top section: PO Reference, Supplier Reference, Date, Location for delivery, Supplier, Expected delivery date
    • For more information on what each of these fields requires, see the sections above
  2. Click  Add Item
    • A new menu will open where your stock items can be searched
  3. Adjust the Quantity, Unit Cost and Tax Rate if required
    • The Quantity is the number of individual stock items and will be adjusted to reflect Minimum Order Quantities and Pack Sizes set on the stock item. For more information, click here.
    • If a composite parent item is selected, only the child items will be added to the Purchase Order with the number of child items auto-calculated to meet the quantity of the required parent item
    • Unit Cost is set by default to the Purchase Price defined in the supplier's tab of the stock item. If no suppliers are defined, it will show the Purchase price in the general tab of the stock item details
    • The tax rate when adding an item to a PO is determined in the following way:
      • If the setting Purchase orders tax rate default to 0, in General Settings, is enabled then it will be zero (0)
      • Else if the item tax rate is set then it will take the item tax rate (Product Details screen)
      • Else if the system country tax rate is set, in General settings, it will use the system country tax rate
      • If none of the above is set it will set the tax rate as zero (0) 
  4. Save the PO to amend later or set the PO as Open
    • Click  Save to keep the PO as Pending
    • Remember, after saving a PO some data such as PO reference number cannot be edited further on
    • Click  To Open to move the PO to OPEN status. Any further changes can be done at this status such as quantities, items, location, etc.

Delivering Items on Purchase Orders

Purchase order items can either be delivered individually or the PO can be delivered as a whole. Please note that the To Delivered button will NOT add inventory to stock items. The process for delivering stock items is detailed below:

  • Ensure that you have selected either the Open or Partial tabs as appropriate for the PO you wish to deliver from
  • Find the PO you wish to deliver from and highlight it
  • Click  Deliver
    • This will open the PO editing screen

To deliver items individually:

  • Select the line you wish to deliver and click  Deliver Item
    • This will open the deliver item menu
  • Enter the quantity of the ordered item that has been delivered and click  Deliver
  • The change in stock level can be seen on the items Stock Item History

To deliver all items on the PO

  • Click  Deliver All
Please Note: Deliver All will deliver all items on the PO and add the stock to your stock items. It will also mark the PO as delivered. A partial PO will still remain for batched items 
  • When a PO contains batched items 'Deliver All' will not deliver all, batched items have to be delivered individually (Deliver Item). An appropriate error window will be displayed.
  • When a Po contains unbatched items and batched items 'Deliver All' will only work for unbatched items and the following error will be displayed. 

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 stock due 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 actually 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 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 actually booked in and no stock level adjustments are made
  • If the Fulfillment Centre 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