Purchase Ordering

Introduction

The purchase order system allows you to efficiently create new orders, search for existing orders, and receive orders.

To enter the purchase order system, go to Inventory, then click on Purchase Orders.

Searching

The search page will be the first page you see when entering the purchase order system. There is a variety of ways to search including by vendor, date range, PO number, order status, inventory item, reference number, item comments, and order notes.

From the search results, you can edit the order, receive the order, print the order, or cancel the order.

There are 4 order statuses. The system controls the statuses based on the steps taken.

  • Not sent – created, but order not placed with vendor yet
  • Ordered – order placed with vendor, ability to receive
  • Partial – order has partially received items on it and has not been fully received
  • Closed – order has been fully received or cancelled when having a partial receipt of items

The ability to receive an order is only given when the status of the order is ordered.

Printing an order will produce a PDF of the order which includes the order items. The order item details will include name, manufacturer, cost, quantity ordered, quantity received, quantity on backorder, total, and comments.

We will discuss creating/editing an order and receiving an order in the following sections.

Creating or Editing PO

To create a new PO, go to the Purchase Orders page, then click the blue link “Create New Purchase Order”. You will be taken to a page that allows you to enter details about the order as well as add items to it.

To edit an existing PO, find the PO in the search results, then click the edit pencil. You will be taken to the same page which shows the order’s details as well as the order items.

Below is an existing order for the vendor Henry Schein Animal Health.

The order has 2 main sections; general information and inventory items.

General Information

The top section, General Information, contains details about the order like date, reference number, notes, and any shipping costs or taxes.

When the order is in the status of Not Sent, the option to save and place order will be available. Saving just saves the details in the General Information section. Clicking the Place Order button will save the details and change the status to Ordered. Once Ordered, you can receive.

The reference number field provides a way to reference the PO in eVetPractice with the PO from the vendor. Common uses for this would be invoice number or order reference number.

Inventory Items

The bottom section, Inventory Items, contains the list of items associated to this order.

You can add a new item, edit an existing item, or remove an item. The ability to remove an item is not present if the item has been received.

To add an inventory item to the order, click into the search box and search based on code or name. You can then select it from the list. Once selected a new window will appear allowing you to specify additional details like order quantity and unit cost.

The details window will also show options for manufacturer, buy-sell ratio, comments, and past orders for this item.

The options are based on a buying quantity and cost. This allows you to receive the product in a package quantity/cost, but then have the system automatically translate that to the selling quantity/cost.

To accomplish this, you can adjust the buy-sell ratio. An example of this is for canned food. You typically receive canned food in cases, but sell as individual cans. If a case has 24 cans, then the buy-sell ratio would be 1 case = 24 cans. The buy unit cost would be the cost of the case.

The window allows you to save and go to previous item, save and go to next item, save (and close), and close (without saving).

Once you have completed the process of adding all the items, you can click the Place Order button. This just flags the order as being ordered. You can still modify the item’s details as long as the item has not been received.

On Hand Alerts & On Hand Expired

You can also order products from the On Hand Alerts and the On Hand Expired reports. Go to the report from the Inventory menu option. The report will show a list of items and in the second column is an option to order the item.

Clicking that option will bring up a window that asks for more order details. The system will look for any open PO that matches the chosen vendor and will add that item to the open PO. If no open PO exists, then the system will create a new PO with that vendor and today’s date.

If the item already exists on an open PO, then the system will update it based on the options chosen.

Receiving Order

The receiving process allows you to take a packing slip from the shipment and enter the shipped quantities for an existing order.

To enter the receiving process, you can click the receive option on the search page OR edit the order and click the Receive Order button.

You will still have the ability to edit date, shipping costs, tax, notes, and reference number.

To start receiving items, click the receive option for the first item that was shipped. A new window will be displayed. This window will give you several of the options presented when adding the item, but will give you the ability to enter quantity received, quantity backordered, expiration date, and lot number.

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Make any corrections necessary to the details, then enter the quantity received.

If the quantity received is less than what was ordered, then the system will split this item into a second item with the second item having the quantity yet to be received. The first item will be completely received.

If you enter an expiration date and lot number, the system will create a lot for this receipt of the item. If the item does not have lots currently set up, the system will create a new lot with the current on hand quantity, then add another lot for the quantity received.

If a procedure is linked to the inventory item, then the procedure’s cost will be updated to match the receipt of the item. If the procedure has a markup specified, the price of the procedure will be adjusted as well.

If another inventory item links back to this item, that inventory item’s cost will be updated as well. If that item has a markup, then the price will be adjusted accordingly.

If 'Use Lots?' is checked and disabled it cannot be unchecked. Once the item has no active lots, the 'Use Lots?' can be unchecked.

When done editing that item, you can save and go to the previous, save and go to the next, or save and close.

Once the order has completely been received, the order status will be set to closed.

Employee Rights

The same roles that can access inventory management is used to restrict the purchase ordering system. That includes owner, business manager, inventory manager, and billable items manager.

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