Orchid POS's Receive External Order feature allows you to receive a full order from a vendor on a single page, without a pre-existing purchase order. This was developed for purchase orders created outside of Orchid POS, such as phone or vendor website orders, but is also helpful if you opening a new business and have boxes of inventory that need to be received right away!
- Received quantity will automatically match ordered quantity as items are added, but these can be adjusted if a partial order was received.
- Once completed, all orders are available on the Manage Purchase Orders page just like typical purchase orders.
- Go to Office > Purchase Orders > Receive External Order
- Select the vendor you are receiving from.
- Begin adding parts using the part number field. It will only allow you to add items from this vendor. You can type and select from drop down results, scan items with your barcode scanner, or use the Search function (magnifying glass icon).
Note: You can "scan to count." Meaning, if you received multiples of the same item, each time you scan the barcode of one, the page will increase the ordered/received quantity for that part number. - The Search function window will lock in to the vendor you are working with. You can add a single item by clicking the Select link next to the part or select multiple items by checking their boxes and clicking Add Selected to PO list.
- On the Receive External Order page: If you enter a part number that is not in your database, followed by your Enter key, you will be prompted to create a new part number through the Part Does Not Exist window. If this popup appears due to an entry error, you can click X to exit. Otherwise, fill out the provided fields and click Quick Add to create the new inventory part.
- If you change the cost of an item on the order form, you will see a warning icon in the Action column that will need to be addressed prior to finalizing the order. Click the icon and you will be asked if the item is to have its default cost changed, or if the change is only for this order.
- Items that are set to be serial number control enforced will show a red list icon. Click this to enter the received serial numbers. Once that is completed this icon will turn green.
- When the order is complete click the Receive Goods and Create PO button at the bottom. It will receive all items as entered and close the purchase order if all have matching ordered and received quantities. Otherwise, it will save as a partially received purchase order on the Manage Purchase Orders page.