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Creating a purchase order

logisticaHQ Client Portal
Creating a purchase order

This page explains how to tell your warehouse what goods are coming, field by field, and how to correct a purchase order before receiving starts. It is for client users whose warehouse has turned on the Create Purchase orders switch.

Who can use this

You need the Create Purchase orders switch, in the Administer box of your Portal access. It also lets you view Purchase orders. Without it there is no New purchase order button, and if you reach the form some other way you see You don't have access to this section. Ask your warehouse to turn it on.

How to start

The form opens with the small heading Purchase Order, the title New purchase order and the line Tell us what's arriving so our receiving team can expect it. One line counts what you have entered, for example "3 lines · 25 units". The form has two tabs: Details and Lines.

The New purchase order form open on the Details tab, with the Header and Schedule sections

The New purchase order form, Details tab.

The Details tab

Header

FieldRequired?What to enter
VendorNoThe vendor sending the goods. Click the box, type in the search box and choose the vendor from the results. The search matches the vendor code, so type the code, not the company name. Each result shows the code and the company name. A clear button empties the box. You can only choose your own Vendors.
Destination warehouseYes (marked *)The warehouse that will receive the goods. Choose it from the list; it shows the warehouse codes. It cannot be changed after the purchase order is created. If you choose wrongly, contact your warehouse.
Container / trackingNoA container number or tracking number for the shipment.
ReferenceNoAny reference of your own, for example your vendor's order number.
CommentsNoAny note for the receiving team.

On a purchase order that already exists, two more rows show at the top as plain text: State and PO Number. The number is given by the system when you save.

Schedule

FieldRequired?What to enter
Required dateNoThe date you expect the goods to arrive. The lists show it in the Required column and count the purchase order as late after it.
Cancel dateNoThe date after which the purchase order is no longer wanted.
CarrierNoThe carrier bringing the goods, typed as free text.

The Lines tab

The lines are the Products and quantities you expect. A new purchase order starts with one empty line.

The Lines tab of the New purchase order form with one product line filled in

The Lines tab with one line filled in.

ColumnWhat to enter
LineThe line number. It is filled in for you.
ProductClick the box. A search panel opens with the box Search by SKU or description. Type part of the SKU or the description. The results show SKU, Description and UoM; scroll for more. Click a product to choose it. You can only pick your own Products.
LotOptional. The box shows Optional until you type. Fill it in only if you know the lot number of the goods that are coming. On a purchase order you type the lot, because the goods are not in the warehouse yet.
Expected qtyHow many units you expect. At the bottom of the table, Total adds up the column as a whole number.
  • Click Add line to add another line. If you remove every line, the table says No lines yet. Add the Products you're sending.
  • Remove a line with the x button at the end of its row.
  • Lines with no product, or with an expected quantity of 0 or empty, are left out when you save, without a warning.
  • Quantities for Products sold in whole units must be at least 1, without a fraction. Products handled by weight or length accept decimals above 0.

Submit the purchase order

  1. Choose the Destination warehouse.
  2. Fill in the vendor, references and dates you want.
  3. On the Lines tab, add each product and its expected quantity.
  4. Click Submit purchase order. The button is at the top right and again at the bottom of the form.

When it is saved, the message Expected inbound submitted. appears and the new purchase order's page opens, in the state Draft.

To leave without saving, click Cancel, or the back arrow (Back to Purchase orders). Nothing you typed is kept.

What the warehouse does next

  • The purchase order starts as Draft. The warehouse reviews it and releases it to receiving. It then becomes Not Received, and its page shows when it was released.
  • When the goods arrive, the warehouse receives them against your purchase order. The state moves to Partially Received and then Received. The purchase order's page shows, line by line, what has arrived and what is still to come, with the lots and expiry dates. See Viewing your purchase orders.
  • Once something has been received, you can open the Receiving slip PDF from the purchase order's page.

Changing a purchase order

While the state is Draft or Not Received, the purchase order's page has an Edit purchase order button.

  1. Open the purchase order from the list and click Edit purchase order.
  2. Change the fields and lines. The title is now the purchase order number.
  3. Click Save changes. The message Inbound saved. appears and the purchase order's page opens with the new values.

A Not Received purchase order open in the editor with the Save changes button

Changing a purchase order that has not started receiving.

  • If you empty a field and save, the field is cleared.
  • The refresh button (the circular arrow) reads the purchase order again and drops changes you have not saved.
  • On an existing purchase order the Destination warehouse is shown as plain text: it cannot be changed. If it is wrong, contact your warehouse.
Important: once receiving has started (the state is Partially Received, Received or Closed), you can no longer change the purchase order in the portal. If you open its editor from an old link, the page opens instead with the blue note This purchase order is already being received and can no longer be edited. Contact your warehouse. They can still adjust it on their side.

A purchase order page with the blue note saying it is already being received and can no longer be edited

The page that opens instead of the editor once receiving has started.

The portal has no button to delete or cancel a purchase order. Ask your warehouse.

Messages you may see

MessageWhat it meansWhat to do
Select a destination warehouse.You did not choose the destination warehouse.Choose it on the Details tab and submit again.
Add at least one product with an expected quantity.No line has both a product and a quantity above 0.On the Lines tab, choose a product and type a quantity.
Could not save the inbound: {0}The portal could not save the purchase order. After the colon you see the reason, for example a quantity that is not valid for the product, or a product or vendor that is not yours. Everything you typed stays on the screen.Read the reason, correct it and save again.
"Purchase order [PO-0000045] can no longer be edited because it is [...]. Only a purchase order that has not started receiving can be edited. Contact your warehouse provider if it has to change."Shown after Could not save the inbound: when the warehouse started receiving while you had the editor open. Nothing was saved.Contact your warehouse.
Expected inbound submitted.The new purchase order was saved.Nothing; its page opens.
Inbound saved.Your changes were saved.Nothing; its page opens.
That purchase order could not be found.The purchase order does not exist or is not your company's.Go back to the list.
This purchase order is already being received and can no longer be edited.Receiving has started, so the page opened instead of the editor.Contact your warehouse.

Related pages

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