Adding/Editing Items on a Purchase Order
Adding items to a new Purchase Order can either be done entirely by using the Keyboard or a Keyboard/scanner combination, or by using a mouse keyboard combination as the data imput devices.  Keyboard/Scanner item entry
  • On 'Items Ordered' Tab Option of the of the PO, type in either the UPC/PLU or Shelf (Vendor order) Code of the Item in the appropriate box and press enter.
  • If you have a keyboard wedge type scanner and a book of product barcodes handy, you can scan the barcode into the Barcode/PLU Entry box.


At this point two things could happen depending on whether or not the item that you entered is on file in the Item list.

If the UPC/PLU or Shelf Code is on file;
  • Cost, pack and Vendor Code Information will be displayed in the Light Blue Area of the Purchase Order window and jump to the 'Order Single Packs' field.
  • Enter the packs desired, press enter to move to the Cases field.
  • Press enter to go to the cost field, edit the cost here if it is different to the new cost on file.  Doing this will cause a price batch with all of your cost changes to be produced when the Invoice is 'Finalized' upon receipt.
  • Press enter to leave the cost field, then Enter on the 'Order Item' button to add the item to the Purchase Order
If the UPC/PLU or Shelf Code is NOT on file;
  • This makes things a little more complicated! - Either you made a mistake entering the number, or the Item is new to the system.  You will be prompted accordingly as shown;
  • If you click No then you get another chance at entering the number correctly.
  • If you click Yes, then you will find yourself in Item Maintenance 'Add' mode, so that you can enter the item details. 
  • When you click on the 'Save' button in Item Maintenance, you will be jumped back to the Purchase Order form so that you can add the desired quantity to your Purchase Order.
  • The Vendor for the new item will have been assigned to the Vendor on your purchase order automatically.
Mouse/Keyboard Item Entry

Once you have saved the P/O, you can click on the  'List' button on the 'Items Ordered' Tab list to view just the items that vendor supplies.



Find the Item in the 'Item Inventory List', then click on it or Press the 'Enter' key while the List is yellow and the item highlighted in blue. 

That will send the Information for the Item to the Light Blue area on the Purchase Order as shown below.
  • It is possible to go back to the 'Item Maintenance' at any time and then jump back to the Purchase Orders window, by using the Edit Item button on the left Inventory List. No entries will be lost by doing this.
  • The cursor is then set on the 'Packs' entry box following the Item description.
  • Enter the number of packs of this item that you are ordering. 
  • The box under the 'Case' entry box always shows the amount of packages that there are in a single case.  (Packs per Case)
  • The 'Packs per Case' number should reflect the way the Vendor packages their items.
    This field reflects the Packs per Case entry in Item Maintenance .
  • You can also put a case amount on the PO if you are not ordering by single packs.
  • When there are 12 packs in a case, ordering 1 Case will put 12 packs into stock, automatically, when the P/O is received. 
  • If the Pack is broken down into more than one 'Unit' in it's Inventory record, e.g. 20 oz, if you are selling by the ounce, then 1 case x 12packs x 20 units (240 units)  will be received. 
    All you have to do though, is order one case.  The program does the rest.
  • Finally - click on the 'Order Item' button to add this Item to your order. 
 

If the Item Ordered is in a Mix Match group then an additional utility list will be shown that enables you to order other items within the same group.

  • This form lets you fill in the orders for other items in the same group either individually or by clicking the 'Auto Fill Order with' button.  This orders the same specified quantitiy in the Packs and Cases boxes for all items.
  • Click the 'Zero All Items' button to clear the order.
  • Click the 'Add to Order button to add any items with non-zero figures to the P/O.
  • If you answer 'No' to the above requester, then you will not be asked again, unless you click on the 'Save' button on the P/O entry form.


Once the Item is on the Purchase Order's list, it can still be edited to change it's Vendor Code, Cost, and Case Quantity ordered. 
  • Click on the line of the Item in the PO - you will notice the description on the 'Order Item' button changes to 'Update Item'.  The details for the item also show up back in the  'P/O 'Item Maintenance' Area.
  • Make any changes required then click on the 'Update Item' button to update the purchase order.
  • The Purchase Order keeps a running total of the total case qty and cost of the order before taxes, just to the right below the blue area.
Removing an Item from the Purchase Order
  • To Delete an item from the Purchase Order's list, select its line in the 'Items Ordered' list and then click on the  'Remove Item' button.


The 'P/O Functions' Tab - Import button will download an order that has been scanned into a Unitech PT600/630 hand held unit. 
  • This feature allows you to go to the store and scan in an order directly from the shelves, using the PT600/630 as a 'notepad'.
  • When you have the Unitech hand held device plugged into the computer, click the 'Import' button to initiate the transfer of order data to the Purchase order.
  • Choosing the 'From File' option will allow you to import data from a CSV file in the format: UPC,Count CRLF

There are two additional filters for this option

  • This Vendor Only - Only orders items from the data that belong to the specified Vendor on the P/O
  • Shelf Codes In Data - Looks for Numeric Shelf code entries in the UPC field, if it can't find the UPC on file.