Create a purchase order

On the purchase orders page, click  to get started on a new order.

Create a new purchase order: quick tutorial

Hover to highlight

Optional:   set a custom status (see User statuses).

1.   Select a supplier.

2.   Confirm the order date and expected ship date.

3.

 

Confirm the shipping address.

4.   Add order products.

Create a new purchase order: step-by-step guide

On the purchase orders page, click +New order. This takes you to the purchase order entry page.

Search for a supplier

To find a supplier, start typing to do a predictive search or click on Supplier to view all suppliers and search from there.

Confirm supplier details

These include:

• Supplier name
• Currency & exchange rate. Qblue updates the rate automatically by default, or you can view & edit these from the currencies setting page.
• Tax type. If you've setup the customer as tax exempt or zero-rated, this will already be applied.
• Incoterm
• Shipping address. By default, this is set to the current location of the user.

Confirm other important fields

These will already be populated with their default values, and include:

• Order date
• Expected ship date

Customer reference

This is a free form data entry field where you can enter anything you need.

Add/edit order products

On the left access menu, click Line items, or click Add/edit line items at the top of the page.

1. Search for product. Start typing for a product, scan its barcode, or click Product to view the list of products.
2. Confirm quantity (ordered quantity). To view the product's current inventory levels and full details, click Free/Current inventory. For partfulfilled orders, change the quantity to what's already been received, as you don't want to receive the same product line again.
3. Confirm unit price. Qblue uses the unit cost price set in the Variants page. When a purchase order with a new price is received, that becomes the default for future orders.
4. Add notes (optional). Click Notes to enter any notes or additional information for the current product line.
5. Save item. Click Save to save the current item before moving to the next. To edit or remove an item, click on a product line on the right.

Emailing & printing documents

Once you've added all the order products, go back to the main order entry page. You'll now have the option to print or email any of the following documents:

• Purchase order
• Purchase order with no pricing
• Request for quote (RFQ)

After you've printed any of the above documents (excluding RFQ), the order status will automatically change from Draft to Confirmed.

Save

Once you've entered all that you need to, the final step is to click Save. Or, if you're ready to receive the order, hit the Receive button to begin the order receipt process.