Purchase Order

Purpose

The Purchase Order (PO) feature in Lab Symplified provides a standardized way to create, manage, and track orders with vendors. It ensures accurate ordering, maintains vendor information, and supports a streamlined and traceable procurement process.

Procedure

• Select Items to Order
  • Navigate to Orders Menu → Orders Tab.
  • Select the items to be ordered.
    • If multiple items are selected, they must all belong to the same vendor.
    • Use the Vendor Filter to group items by vendor.
  • Click Create PO in the top right corner.
• Complete Purchase Order Form
  • The Purchase Order form has three sections: Vendor, Item Details, and Shipping & Billing.

A. Vendor Section

1. The system automatically generates a PO Number and assigns the current date.
2. Vendor details are pre-populated if available.
3. If the vendor is missing or requires updates:
   • Click Update Vendor Information.
   • Add or edit vendor details as needed.

B. Item Details Section

1. The selected items will auto-populate with existing details:
   • Catalog/Order Number
   • Item Description
   • Unit of Measurement
   • Price (if stored in system)
   • Quantity
2. Update any details if required (price, unit, quantity).
3. To add more items:
   • Click Add Items and choose from available items under the same vendor.
   • To add a product not tracked in inventory, select Add Non-Inventory Item.
4. Optional: Enter comments for the vendor.
5. Click Save to continue.

C. Shipping & Billing Section

1. Review and confirm Billing Information (edit if necessary).
2. Select a Shipping Address from the drop-down.
   • If required, select Add New Shipping Address.
3. Assign an Order Contact Person:
   • Choose from the drop-down list.
   • To add a new contact, select Add New Contact Information.
4. Click Save.

• Manage Active Purchase Orders
  • After saving, the PO will appear under Active Purchase Orders.
  • In this section, you can view:
    • PO Number
    • Vendor
    • Shipping Location
    • Total Amount
    • Status
    • Payment Status
  • From the Action Menu, you may:
    • Edit Purchase Order
    • View or download a copy of the PO
    • Mark PO as Received or Partially Received upon delivery
    • Mark PO as Paid
    • Delete PO (if necessary)
• Closed Purchase Orders
  • Once a PO is fully received and marked as paid, it will automatically move to the Closed Purchase Orders tab.
  • Use the Search Function to locate POs by Vendor or PO Number.
  • Closed POs remain available for record-keeping and audit purposes.

A PO can only include items from one vendor at a time.