Creating and Managing Purchase Orders

Available in:  Agile |  Aware  | Analyzer | Multi-Outlet

Purchase Orders (POs) help you stay organized when ordering from multiple vendors. The purchase orders feature in reciProfity allows you to:

• Keep all your POs in one place
• Generate POs during inventory counts
• Quickly build POs from your shopping cart

The Shopping Cart lets you stage products from multiple vendors in one place. reciProfity automatically creates individual vendor POs based on either the preferred vendor or the lowest price.

From there, you can:

• Create a Purchase Order by Vendor
• Send the Purchase Order to a Vendor
• View Purchase Orders
• Associate a Purchase Order With an Invoice

Let's walk through each of those one by one. 

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Create a Purchase Order by Vendor

1. Click on the hamburger menu icon in the left corner of the screen.
2. Expand the Manage Inventory tab.
3. Select Purchase Orders.
   
   
   
   
4. Click + New to start a new purchase order.
   
   
5. reciProfity automatically numbers each purchase order starting with PO #1, or you can enter your own custom PO number.
   
   
6. Next, select ingredients to order by either name or item number.
   
   

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Send a Purchase Order to a Vendor

Once your purchase order is saved, you can export it and send it to the vendor in the format they require.


To send a PO to a vendor, you can preset export settings in the vendor profile by following these directions.

reciProfity supports custom export formats for TW, USF, GFS, and Ben E Smith. For GFS, the export now generates a CSV or Excel file that meets GFS’s import requirements. This allows the file to be uploaded directly to the GFS website without any formatting changes.

Once you've chosen your export format and named the file, you can either download the file by clicking the Download button, or you can email the file directly to the vendor by adding their email address and clicking Send via E-mail.

 

You can also download it from the PO List console by clicking the download icon.

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View Purchase Orders

Option 1: View All POs in the Console

1. Go to Manage Inventory.
2. Select Purchase Orders to view all purchase orders across the system.
   

Option 2: View Active POs by Ingredient

1. Open the specific ingredient.
2. Click On Order, then select Show Details to view the active purchase orders associated with that ingredient.
   

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Associating a PO With an Invoice

When receiving an invoice, you can associate a purchase order by selecting it from the 'Select Purchase Order' drop-down menu.