General Settings

Navigate to Purchase Orders > Settings.

On the Purchase Order Settings page, you have to set some preferences. Let's start on the General Settings tab with supplier email preferences.

Email Supplier when order is Created is the option to email a supplier as soon as you have created a purchase order for them, so no manual sending is required.

Email Supplier when order is Updated is the option to email a supplier as soon as you have updated a purchase order for them, so no manual sending is required.

Email Supplier when order is Received can trigger an email to a supplier when you receive the order.

By receiving we mean accepting the products as specified on the purchase order.

Supplier Purchase Orders have their own Order Statuses that will differ based on your business processes and needs.

You set these statuses up at the bottom of the page. They are just text to help you and your suppliers understand where each PO is in the Purchase Order Life Cycle.

To add a new Order Status, just click the Add button and enter an Order Status Name.

We have set some example order statuses that we think will work with our example processes. We have also ticked On Order as our Default status.

This Default status it the PO status when you create a Purchase Order.

Now we have done that, we need to select the default status we will use as a Received status.

We have selected to use Received in Full. This means, when we change the PO status to Received in Full, it will send an email to our supplier, stating we have received the stock. (Remember, we set Email Supplier when order is Received to Yes).

One possible way to organise order statuses is to have Received as the initial order receipt status, then update it to Received in Full or Part Received when you have confirmation that the order is correct.

Auto Update Stock is one of the best features of our Purchase Order module.

If you set Auto Update Stock to Yes, when you receive the Purchase Order, Arpastart eCommerce will automatically update all the stock levels available in the store with the quantity on the order. We recommend that you set this to yes to save yourself lots of time and errors.

We recommend that you leave Auto Populate Products from all Suppliers or Current Supplier set to Current Supplier.

You would really only want to set this to All Products if you do not have many products, or get all your products from the same supplier.

On the Product Details page there are some inputs for Purchase Order Replenishment Levels.

The default values in these are set on the Purchase Order Settings page. Change this to the minimum and maximum levels that apply to the majority of your products, so you have to do the least amount of work to get it set up.

If you use the replenishment functionality in our Purchase Order module, the following will happen. If you generate a Purchase Order and the stock level of this product is less than the minimum, it will order the quantity it needs to fill it to the maximum.

Using these settings (min. 5 & max. 20) if we only have 4 left in stock, the system would put 16 units on the Purchase Order when you generate it. 20 (Max level) - 4 (still in stock) = 16

Each Purchase Order has a Payment Method and a Shipping Method assigned. These are not automated methods, they just function as confirmation on the Purchase Order of shipping and payment methods.

To add a new Statuses, just click the Add button and enter a Payment or Shipping Name

And these are the ones we decided to use for this example.

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