When an order is created or a quote is converted to an order, a purchase order is automatically generated for each supplier within the main order.
If the order contains multiple items a supplier, all items will appear on the same purchase order. For example, if the order contained three products, two shirts from Supplier A and a hat from Supplier B, two purchase orders will be generated: one for Supplier A listing both shirts and a second for Supplier B listing the hat.
To send and/or download the purchase order(s) for a standalone order, click on Projects from the main toolbar and then click on Orders.
Locate the order and click on the order number to open it.
After the order opens, click on Purchase Orders from the options on the left.
Each purchase order will be listed with a status indictator of "PO Not Sent" or "PO Sent". Click on the three dot icon in the upper right corner of the listing to expand the preview and sending options.
The options in this menu are:
- Preview Purchase Order
This will open the purchase order in a new tab on your browser. When you are finished reviewing the information, close the tab to return to ESP+. - Send PO
The Send Purchase Order window will open with the supplier's information automatically entered in the Purchase Order Vendor and Recipients fields. The Subject line and Email Message can be customized in the Email and Message Templates section of the Account - Settings section. If the Attach PDF box is checked, the purchase order will be included in the email as a PDF attachment. Click on Send Email to send the purchase order to the supplier. - Download PO
The purchase order will be downloaded to your computer in a PDF format. - Send Packing List
The Send Packing List window will open with the supplier's information automatically entered in the Packing List Vendor and Recipients fields. The Subject line and Email Message can be customized in the Email and Message Templates section of the Account - Settings section. If the Attach PDF box is checked, the packing list will be included in the email as a PDF attachment. Click on Send Email to send the packing list to the supplier. - Download Packing List
The packing list will be downloaded to your computer in a PDF format. - Preview Packing List
This will open the packing list in a new tab on your browser. When you are finished reviewing the information, close the tab to return to ESP+. - Rate Supplier
Submit a supplier rating for the vendor.
Using the Send PO or Download PO options from the three dot menu options will update the status for that purchase order to "PO Sent".
After using the Send PO or Download PO options, the status for that purchase order will update to "PO Sent" and two additional options will appear in the three dot menu:
- View PO
Enables you to see the main information and pricing for the items, as well as create a PO status and send the PO. - Create PO Status
After the vendor confirms receipt of the purchase order, you can enter the vendor order number and select a PO status to track the progress of the order. If a status has been set, click on the Show More Details link to expand the purchase order listing to view the status information. Status updates are the responsibility of the distributor and need to be manually updated. In the Status Details section, click on the three dot icon and select Update PO Status to enter updated information for the purchase order status.