For the most part, clients should not need to use Inventory Management daily. Ideally, once they set it up with their full inventory, clients should be able to “set it and forget it”, i.e., they won’t need to access Inventory Management again.

The exception to this is Purchase Orders. Some clients may use the built-in purchase order tool to track and manage their inventory purchase orders. These are accessed from Inventory Management

Purchase Orders

A purchase order (PO) is generated as the first written documentation of a buyer wanting a product from a seller. The PO will include the different types of products, the quantity of each, and an agreed-upon price, along with a date of expected delivery. ASF’s Inventory Management application will allow the client to track any PO’s by PO Number to provide better control over their inventory. The PO Database is accessed through the Bars icon in Inventory Management.

PO’s can be viewed/tracked by any combination of three categories. Checkmark or uncheck-mark the box to the left of the category to see those types of PO’s. To view specific “Purchase Order Details,” click on that PO.

• Active – the purchase has been placed with the vendor and entered into the PO Database but has not arrived at the club
• Completed – the purchase has now arrived, been verified and has been accepted in the PO Database
• Cancelled – after the purchase was placed, the client decided to not go through with the purchase and has cancelled the PO with the vendor and in the PO Database.

Add a Purchase Order

A client should add a PO each time they place an order with a vendor. They may want to request that the vendor email them the PO, so they have written confirmation of the costs and any shipping fees. If not, they will need to add the PO while on the phone with the Vendor.

To add a new purchase order:

1. In the purchase order screen in Inventory Management, click the + button in the upper-right corner

New purchase orders will need the following information entered:

• Vendor & PO Information such as the shipping cost and who placed the order (1.)
• Select inventory items from the center list (2.)
• Review items ordered, enter item quantities, and manually adjust the per item cost if needed (3.)

1. Vendor & PO Information
   • Order Status – The status of the order. This will be “Active”
   • Purchase Order Number – The client will need to ask for the PO Number from the Vendor after the order has been placed and type it in here
   • Vendor – The client will need to choose the correct vendor from the picklist (client’s setup these vendors in “Inventory Setup”)
   • Expected Receipt Date – The date the order is expected to arrive. Click “Select Date” and pick the date the vendor provided for delivery
   • Shipping Cost – The cost of just the shipping for the order. Enter the amount of shipping cost provided by the vendor
   • Order Placed By – The user who placed the purchase order. The list displays users that have the Inventory Management – Can Access permission enabled.
   • Notes – This section is used to add any additional notes the client would like to have on the purchase order.
2. Inventory Items
   • To add items to the purchase order, the client must use the search list in the center of the page. Scroll through the list and select the items for the purchase order. These will appear in the list to the right

3. Items Ordered
   • Quantity Ordered – This is the number of items being ordered. Clients will need to be sure to enter the proper quantities in these fields. Once the order is completed, these quantities will be used to update the actual item quantities in Inventory Management
   • Per Item Cost – The cost of the item. This will auto-fill from the Item Cost field in the item’s Item Settings, but can also be changed manually if needed
   • Once the quantities have been added, the client should click Save to finalize the purchase order

Complete a Purchase Order

1. Navigate to the Purchase Orders screen in Inventory Management
2. Select the purchase order from the Active purchase orders screen

3. In the Edit Received column, type in the actual count of each item received. Set the Order Status to Complete, then click Save

Cancel a Purchase Order

There may be a time that a client will cancel a PO after making the purchase. If they can stop delivery and cancel with the Vendor or they are sending back an order for any reason, even after they have Completed the PO, the client can go into Inventory Management and cancel the order within the database.

1.  Navigate to the Purchase Orders screen in Inventory Management
2. Select the purchase order from the Active or Completed purchase orders screens

3. In the Order Status field, change the status to Cancelled and click Save

4. The PO will now reside in the Cancelled PO's:
   • If the PO was marked as Completed, the inventory items will be removed from the inventory count