Inventory

Purchase orders: order from a vendor and receive

A purchase order is what you ask a vendor for, and what arrives into inventory. You build it once, send it the way that vendor likes, and receive it when the box comes — all of it or only what came. If a repair was waiting for that part, the technician finds out.

1. Open Purchase orders

   Go to Inventory › More › Purchase orders. The owner and employees with the manage inventory permission see it. The list opens on Open orders; filter by status, store or vendor, or search by #, vendor or item.

2. Create the order and pick the vendor

   Tap New purchase order. Pick the Store it arrives at and the Vendor. Not on your list (Newegg, Amazon…)? Tap Type another. From Reorder, Create purchase order from suggestions starts one already filled in.

3. Add parts from your inventory

   Under Add part, search your inventory by name, SKU or QR and tap the result. Set the quantity and the Cost of each line, then tap Save. The SKU shown is that vendor's SKU for the part.

4. Or a part you do not have yet

   Add without a part writes the line by hand: the part is created in inventory when you receive it. Create new part creates it in inventory right away, with no stock.

5. Tick Serialized when each unit has a serial

   On a line without an inventory part, tick Serialized if each unit has its own serial or IMEI: when receiving, it asks for one serial per unit. On an inventory part the box is locked: the part decides.

6. Send it to the vendor

   Under Send to the vendor: Print / PDF; CSV (PhoneLCDParts) or Excel (MobileSentrix), files with SKU and quantity (lines without SKU are left out); or Copy text, WhatsApp, Email. Any of them marks a draft as Sent.

7. Save before sending

   What is saved is what gets sent. If you changed lines, tap Save first. WhatsApp and Email use the phone and email saved on the vendor.

8. Receive what arrived

   Open the order and tap Receive. Each line comes prefilled with what is still missing and with the order's cost; change the cost if the invoice says otherwise. Then tap Receive into inventory.

9. Serials are required on serialized lines

   A serialized line needs one serial per unit received, one per line, with no repeats. Without them the order is not received.

10. Received or Partial

    If everything arrived, the order becomes Received. If something is missing it stays Partial: open it again and tap Receive when the rest comes.

11. Close it by hand if the rest will not come

    Tap Close the order (it appears once something was received). What arrived stays in inventory; the rest is no longer expected. With nothing received, delete it instead with the trash button, Clear.

12. Order a part from a repair

    In the repair, where you look up the part, tap Add to purchase order, pick the vendor and tap Add. It goes on that vendor's open order for this store, or a new one is created. Also from Parts to order.

13. When it arrives: Part arrived

    Receiving the order leaves a Part arrived note for the repair's technician, in My work and in the repair's history. The customer is not notified and the repair's status does not change.

14. The part goes into the repair by itself

    On by default: the part also leaves inventory and goes into the repair, as if added by hand. Change it in Settings, card When receiving stock: When receiving a purchase order, put the part in the repair that requested it.

15. When it does not put the part in

    Not if the repair was already delivered, was closed as could not be repaired, is in the trash, or belongs to another store than the one that received the order; nor if that part was already on the repair.

16. Could not be repaired: return the part

    Close the repair with Close without repairing › Could not be repaired. Under What do you do with the parts?, pick Back to inventory for that part and it returns to stock.

17. Receiving is not an expense

    Receiving puts the parts into inventory at the cost entered. It does not create an expense or record the payment to the vendor.