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04.05. PURCHASE ORDERS

Navigate to: Inventory > Purchase Orders

 

 

Navigating the Purchase Orders Menu:
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1. By clicking on Inventory>Purchase Orders we are taken to the Active Purchase Orders screen.  This screen is primarily useful for tracking outstanding Purchase Orders which have not yet been Checked-In.  The Purchase Orders listed here can be filtered by Vendor, Date Ordered, and Date Expected.  The list, whether or not it is filtered, can be sorted by Date Ordered, Date Expected, or Status.

2. The Completed Purchase Orders screen is where Purchase Orders can be found after they’ve been Checked-In.  This list can also be filtered and sorted to more easily find a specific order.

3. Clicking the Enter P.O. menu will open up a screen to create a new Purchase Order.


The following sections will explain the process of creating a Purchase Order.  The first is for systems that do not have Batch Tracking enabled - the second is for systems that do.


Creating a Purchase Order
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1. The first requirement when entering a Purchase Order is a Title.  This is the name which will be listed on the Active and Completed Purchase Order screens.  We recommend titling your Purchase Orders with some combination of Date and Vendor Name for simplest management in the future.

2. The Supplier list is populated by all the Vendors that you have created at Inventory > Vendors.  When you select a Supplier, it will automatically populate the Supplier License # field if you have that information entered into the Vendor's record..

3. Vendor Transaction # would be, for instance, a Vendor’s Invoice #.  It’s available primarily for a shop’s own reference.

4. The Date Ordered and Date Expected fields default to the day a Purchase Order is created and seven days later, respectively.  They are for tracking and sorting purposes on the Active Purchase Orders screen.

5. Status is a customizable list indicating the various steps a Purchase Order might go through.  Important: When a Purchase Order’s Status is saved as Checked-In, no modifications to the products on that Purchase Order will be possible.  It is highly advised that when creating or editing a Purchase Order you leave this in any other status.
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6. Products that you are purchasing can be selected from the dropdown lists.  Please note that the list only displays Simple Inventory Products and Bulk Inventory Items - Bulk Products such as pre-weighed eighths or pre-rolled joints will not be listed, as those products draw from the associated Bulk Inventory Items.
    a.  The Qty and UOM fields describe how much of the selected product you are bringing in.  UOM will be unavailable for Simple Inventory and will be automatically set to the default UOM for Bulk Inventory.  This is the amount of product that will be added to your system.
    b. After selecting a Product, the Unit Cost field will list the default price you have set for that Product.  If the item is costing you more for this specific order, you are able to change this value.  This value, along with the quantity, automatically calculate the Item Total, which cannot be edited.
    c. If you are bringing in a large order with many products, you can use the Add Another Item button as many times as necessary to list all your products.
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7.  The Paid from Register field allows you to indicate that you have paid your Supplier from a register, allowing the system to modify the expected cash balance for that register and keep your closing report accurate.

8.  You can hit the Save button at any time to save the Purchase Order in it’s current state.  It may be helpful to do this when creating very large Purchase Orders so as to avoid data loss in the case of a power outage.  When you are confident that the list of Products and their Quantities are accurate, you can change the Status of the order to Checked-In and press the Save button.  This is when the Products are actually added to your inventory, and when the Purchase Order is no longer allowed to be modified.


Creating a Purchase Order with Batch Tracking
MJF-PO-Enter1.jpg
1. The first requirement when entering a Purchase Order is a Title.  This is the name which will be listed on the Active and Completed Purchase Order screens.  We recommend titling your Purchase Orders with some combination of Date and Vendor Name for simplest management in the future.

2. The Supplier list is populated by all the Vendors that you have created at Inventory > Vendors.  When you select a Supplier, it will automatically populate the Supplier License # field if you have that information on file.  Note: The Supplier's License # should be their OPC license, not their Business License.  If you do not list a Supplier, the products on this Purchase Order will count as Wholesale product from a non in-house grower. 

3. Vendor Transaction # would be, for instance, a Vendor’s Invoice #.  It’s available primarily for a shop’s own reference.

4. The Date Ordered and Date Expected fields default to the day a Purchase Order is created and seven days later, respectively.  They are for tracking and sorting purposes on the Active Purchase Orders screen.

5. Status is a customizable list indicating the various steps a Purchase Order might go through.  Important: When a Purchase Order’s Status is saved as Checked-In, no modifications to the products on that Purchase Order will be possible.  It is highly advised that when creating or editing a Purchase Order you leave this in any other status.

6. Products that you are purchasing can be selected from the dropdown lists.  Please note that the list only displays Simple Inventory Products and Bulk Inventory Items - Bulk Products such as pre-weighed eighths or pre-rolled joints will not be listed, as those products draw from the associated Bulk Inventory Items.

    a.  The Qty and UOM fields describe how much of the selected product you are bringing in.  UOM will be unavailable for Simple Inventory and will be automatically set to the default UOM for Bulk Inventory.  This field is used for the system to track the cost of the product you are adding to your system.

    b. After selecting a Product, the Unit Cost field will list the default price you have set for that Product.  If the item is costing you more for this specific order, you are able to change this value.  This value, along with the quantity, automatically calculate the Item Total, which cannot be edited.

    c. After selecting a Product, additional fields will appear that relate to the Batch Tracking functionality.

    d. The Producer list is used to indicate the entity that originally created the product.  Please note that this can be different from the Supplier of the Purchase Order;  and that the Producer of a plant does not affect inventory compliance reports.

    e. The Producer License # field will automatically fill in once a Producer is selected, so long as you have entered that field on the appropriate Vendor listing.

    f.  The Batch number of a Product is possibly going to be supplied to you by the Producer or the Supplier.  If not, we recommend using a combination of Date and Producer.  Please note:  A Batch # is After you type a Batch # into the field, and click outside of it, the system will check to see if you have the details of this Batch already present in your system.  If it does, a View Batch Details link will appear next to the Batch #.  If it does not, Batch Details Not Found will appear instead - should this happen you will need to click the Add Batch link below the Batch #.
    g. The Add Batch Screen

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    I. If you have entered a Batch # before clicking on Add Batch, then the Batch ID will automatically be filled in.

    II. The Producer and Producer License # fields will also automatically fill-in if present on the Purchase Order Screen.

    III. The Strain dropdown menu will list all the Strains you have added to your system from the Inventory>Batches>Strains screen.  Please Note: While this is not a required field, it can help prevent data entry issues.  Since a Batch can, by definition, only contain plants of a single strain - by setting this field you prevent accidentally listing plants of multiple strains with the same Batch #.

    IV. Ingredient Templates can be created in Inventory>Batches>Ingredient Templates - they allow you to quickly select a set of ingredients that a producer uses for their plants.

    V. The Ingredients textbox allows you to list, one per line, Ingredients used during the growing of this plant.  This can be used in conjunction with an Ingredient Template in case extra ingredients were used during the growth of this batch.

VI. Once you have finished entering the details of the Batch, clicking on Save will create the Batch in your system.

 

h. For Bulk Inventory Items

    I. The Pkg Gross Weight and Pkg Net Weight fields are the weights provided by the supplier or producer for the weights of the package in its entirety, and then only the medicinal content.

    II. After the supplier-specified weights have been entered above, the employee receiving the package should weigh the entire thing on a scale and enter the result in Received Gross Weight.

    III.  The Received Net Weight field cannot be typed in by default.  When a Received Gross Weight is entered, the system automatically fills in this field by calculating the weight of the packaging by subtracting the Pkg Net Weight from the Pkg Gross Weight; then subtracting that packaging weight from the Received Gross Weight.  This method allows you to quickly determine if there has been product removed since the original package weighing.  Please Note: This is the field which determines how much product is actually entered into your inventory.

    IV.  If the automatically calculated Received Net Weight does not seem correct, the employee can click the Repackage check box, indicating that they are going to manually weigh the received medical product.  The employee should remove the packaging, place the product on the scale, and enter the result into the Received Net Weight field.

 

i. For Simple Inventory Items

    I. Gross Unit Weight is the weight of the entire product, packaging included.

    II. Net MMJ Weight per unit is the actual medicinal content of the product.  Please Note: This is the field which determines how much MMJ will contribute to your compliance reports.  It should be entered as a per-unit number, because it will be multiplied by the quantity entered above.  IMPORTANT: Many medicated edibles will have medical content in the milligram range, be sure to enter the appropriately converted dosage in this field - as it is by default listed in grams.

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    III. Net Edible (MIPS) Weight is the weight of any part of the product that will be consumed.

     IV. QTY is again asking for the number of units being entered for the simple item.

j. If you have Storage Locations configured in your system, you may specify which one this package will be moved into.

 

k. The Package ID field will be automatically filled in by the system if nothing is entered.  The number generated here will be the number seen on the item’s Inventory page and by the budtenders in the POS screen.


    l. IMPORTANT: Every individual package received, even if they come from the same batch, needs to be entered as a separate item on a Purchase Order.
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    m.  If you are bringing in a large order with many products, you can use the Add Another Item button as many times as necessary to list all your products.

7.  The Paid from Register field allows you to indicate that you have paid your Supplier from a register, allowing the system to modify the expected cash balance for that register and keep your closing report accurate.

8.  You can hit the Save button at any time to save the Purchase Order in it’s current state.  It may be helpful to do this when creating very large Purchase Orders so as to avoid data loss in the case of a power outage.  When you are confident that the list of Products and their Quantities are accurate, you can change the Status of the order to Checked-In and press the Save button.  This is when the Products are actually added to your inventory, and when the Purchase Order is no longer allowed to be modified.

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