Receive Inventory / New Purchase Orders

Summary

This section describes receiving and selling items out of inventory from the Office. This is where you purchase from vendors or sell to customers(usually wholesale customers). There are several steps to follow, this section should be reviewed and completed by someone responsible for inventory, who has sufficient training in the regular operations of the POS System.

It is best to have the items to add and the vendors already input into the system.

Sections

New Purchase Order
Add Items to Purchase Order
Receive Order Into Inventory
Add New Inventory Item

Pre-Requisites

New Purchase Order for Inventory

From Office (Main Toolbar) Search for a vendor in the 'Find Contact' box.
From the Vendor Window, go to File » New » Purchase Order (See:Add New Purchase Order in this article)
The new Purchase Order will pop up behind the Contact Window, minimize the contact window the modify the purchase order.

If this is a sale to a customer, make sure your customer has the 'Wholesale option“ selected for their price line look up. The vendor information screen in shown in Fig 1 below.

Fig 1: Vendor Information Screen in CCS

Add Items to the Order

To add items to the order:

Enter by Product Name or SKU from the drop down field in the details section.
You can edit the quantity, and price and cost of the items you are selling and receiving. If you want to adjust the overall cost of the items, you can enter that in the total cost field. The individual cost will be re-calculated.

If you are receiving inventory and your current count is less than zero, your count will not equal the amount you have rececived. right click on it and edit the items' count back to zero prior to receiving the order.

Receive Items Into Inventory

There are two options to receive your items; receive items one at a time, receive all items at once.

Receive Items One At A Time

Expand the purchase order window and click on the check box marked 'Re' for received
To check inventory changes on items, use the drop down to view the current inventory
When you are done purchasing, select Edit » Receive Order from the toolbar.
Select File » Save from the toolbar and use the drop down from the item look-up to review the changes in inventory

A snapshot of the purchase order window with “Re” checked is shown in Fig 2 below:

Fig 2: Receive Items One by One

Receive All Items At Once

To receive all items at once, from the toolbar, click Edit » Receive Order.
To check inventory, a file will have been added to the desktop marked 'Inventory Change Transaction - XXX' where XXX is the number of the invoice

A snapshot of the Edit » Receive Order from within the Purchase Order Dialog Box is shown in Fig 3:

Fig 3: Receive Order in CCS

Pre-Requisites

Items in Inventory

Fig 4: Add New Item

For more information on copying items and the search window, go to the search window
See CCS Search Options Video: http://cafecartel.com/help-videos/35-retail-point-of-sale-terminal-operations/223-ccs-product-searching.html

Add New Purchase Order

To add a new purchase order, go to Office Toolbar » System » Transaction Management
Click on Add and enter transaction type as “Purchase Order”

A snapshot of the add new purchase order screen is shown in Fig 4 below:

Fig 4: Add New Purchase Order

Add New Vendor

To add a new vendor, go to Office Toolbar » CRM » New Contact
Input your new contact as a type supplier

Adjustment Item

It is a special item that adjusts the order total.
Used when the quantity of the product multiplied by the rate of the product does not equal the purchase price. This is due to rounding beyond the normal pricing procedures of business.
The adjustment items are entered as a line item that provides the difference between the actual purchase order and what can be entered in the invoice.

Trace: • newpurchaseorder