VIDEO TUTORIAL

V9 - Purchasing and receiving inventory

Video transcript: Purchasing and receiving inventory

In this video, we're going to focus on basic purchasing and receiving of merchandise. We will begin by creating our purchase order and learning how to email that to our vendor. Then we will create an item receipt from the PO to receive the goods into inventory.

When you are creating a purchase order in SOS Inventory, you can either go to the add new transaction on the taskbar, then under Purchasing, your Purchase order is right here. The other option is to go to Purchasing on the Operations menu, go to the Purchase orders list, and add a new purchase order from here.

You will then select your vendor. You can change if they have multiple addresses. You can change the address here. Then verify that you are shipping to the correct location.

Next, you will add your items to the Purchase orders list. The system will go out and get the information on Part #, Unit price, and Description from the item's definition. I will simply need to add the Quantity that I wish to purchase. Over here, please leave the Received column alone. The system will complete this column as you're going through your purchasing workflow.

From here, the next thing you're going to have is, of course, you can assign this to either yourself by leaving it blank or select a teammate. The Terms come from the vendor definition, and then once you have the shipping information, you can add that. Vendor message down here, this will print on the purchase order so that your vendor can see it. You have a thousand characters in this field, so you could type a message. You could leave this blank. Or if your admin team has created predefined statements, you can select one of those as well. Then I would simply save my purchase order.

Now at this time, I do have approved PO turned on in this account. So because I am an admin, I can approve my purchase order. Notice until it is approved, I cannot email this purchase order to my vendor. So let me approve this. Now if we go back to the Actions area, we can email out this purchase order. So I would verify that my email shows exactly what I want, says what I need, and I could send it.

Once the goods arrive into my warehouse, I would then look at the invoice to get the purchase order number, go to the Purchase orders list in SOS, and you would look for your purchase order. Here, I will come to the drop-down menu, and I will Receive. This is going to create an item receipt.

So verify that you have all of your items, all the quantities are correct, that the unit price, everything is as it should be. Then if you need to, you even have an area here where you can put a comment.

But when you are looking at this, the next big decision is, how are we paying for this purchase order? Are we going to send a bill to QuickBooks to pay for it? Or are you prepaying with cash, check, or credit card? So you would select the appropriate one. For this example, I'm going to send a bill to QuickBooks. The next question then is, what is my vendor bill date? So I will look at my invoice, find out what my bill date is, and put that in here. The system then calculates your due date according to the terms that are in the vendor's definition. This due date will sync to QuickBooks Online. At this point, I'm simply going to save my item receipt, and a bill has been created to send over to QuickBooks. And I can see that number here for my item receipt.

You'll notice that this now shows closed. Now if we come in and look at a Quick view of our purchase order, you'll also note that the Received from column has been changed to 2 because those two items have been placed into our inventory.

So there is the basic purchasing workflow for SOS Inventory.