Purchase Orders

Huzzard Inventory features the ability to place purchase orders directly from the web application. Purchase orders can be placed using the items that are currently defined in your organization by your organization admin. When a purchase order is requested, operations managers and district operations managers for that location will be notified via email.

Viewing Purchase Orders

1. From the Dashboard, click “Purchase Orders”

2. Find the Purchase Order you would like to view. Purchase orders are automatically sorted by date. However, you can use the search bars at the top of the menu to find specific Purchase Orders easily

3. To view the contents of a Purchase Order, click the Order Number

4. The menu that opens up contains all data related to the Purchase Order

5. If changes need to be made to a Purchase Order draft, that can be done from this menu. Once complete, click “Save and Re-submit”

Creating new Purchase Order

Creating a new purchase order in Huzzard Inventory is simple.

1. Access the Purchase Orders menu tab in the left side of the screen

2. Select the Create Purchase Order tab on the top right of the window

3. Once selected, a blank purchase order will open

4. Select the Add Item button

5. Once you select the Add Item button, the option to select an item for the purchase order will become available

6. In the Item column, select the empty dropdown labeled Select… to display a list of the items available for purchase in your organization

7. While the dropdown is active, you can type to filter by matching item names, or you can lookup an item by its UPC number

8. Click on the item you want to add to the purchase order

9. Once an item is selected, information regarding that item will display

   1. UPC – The UPC of the product

   2. Cases – The number of cases that are to be purchase on the purchase order

   3. Cost Per Case – The cost of the item to purchase for the organization

   4. Units Per Case – The number of individual units that are received when a case is purchased

   5. Total Units – The total amount of units that will be received. Calculated by multiplying Cases by Units Per Case

   6. Order Total – The total cost for purchasing. Calculated by multiplying Cases by Cost Per Case

Adding Item(s) to Purchase Order

There are two methods to adding additional items to a purchase order:

1. Adding single item

2. Adding item by category

Adding Single Item

To add a singular additional item to the purchase order, select the Add Single Item button at the bottom of the already added item(s)

Adding Items by Category

1. To add all items within a specific category, select Add Item By Category

   1. A model will display asking which category items you want to add to the purchase order

   2. Note: This will add ALL items within the selected category

Once you have selected the category of items you want to add to the purchase order, click OK

You will now see that all items within the selected categories will now be added to the purchase order

Errors Encountered during Purchase Order Creation

“Item is not found”

This error message means that the SKU for that item saved in Huzzard Inventory is not found in your supplier’s list of SKU’s. Contact your administrator for further assistance with these items.

“Reduce order count below 0”

This error message means that your supplier is currently out of stock of this item. You will need to wait until your supplier restocks that item before you can place a purchase order containing that item.

Sorting Items in Purchase Order

If you want to sort or order the items that have been added to the purchase order, you are able to select the headers of the purchase order to sort alphabetically/numerically.

When hovering of a column header, a up / down arrow will display depending on current sort status.

Up Arrow – Not sorting by column or sorting descending

Down Arrow – Sorting by ascending

Removing Items

If there is the need to remove an added item from the purchase order, this can be accomplished by selecting the trash can icon to the right side of the item you want to remove

Remove Invalid Items

If there are any items coming up with errors, such as “Item is not Found”, the “Remove invalid Items” button on the top right of the page can be used to remove all error-causing items.

Here is an example prior to selecting the “Remove invalid Items” button:

The item “Jacob test” is giving an “Item is not found” error.

And here is the result of using the button:

The invalid item has been removed from the list.

Viewing Item Sales History

Each item in Huzzard Inventory has sales history tied to it from daily sales imports. To view the past month sales history for an item that has been added to the purchase order, select the info icon to the right of the trash can icon

Once selected, the four-week sales report will display

This report will show you a breakdown of how many of the selected item have been sold by week for the last month. This is a useful report to make informed decisions on how many cases should be purchased.

To exit the sales report and return to the purchase order being created, select the X in the top right corner of the report.

Purchase Order Actions

To finish working on a purchase order, there are three action types that can be taken

1. Save Draft – Will save this purchase order as in-progress, allowing further modifications to be made when necessary

2. Submit For Review – Will submit the purchase order to the purchase order manager

3. Cancel – Will cancel the drafted purchase order. This action is not reversible.

Duplicating an Order

Huzzard Inventory allows the user to duplicate previous purchase orders. To duplicate a previous purchase order, access the Purchase Orders menu tab.

Navigate to the purchase order you want to duplicate and select the clipboard icon on the right side of the purchase order.

Users can also duplicate a purchase order by opening a previous purchase order and selecting the Duplicate option located underneath the order number.

This will open a new purchase order with the same items and quantities from the previous purchase order. Users can then make necessary changes to the order.

To finish working on a duplicate purchase order, there are three action types that can be taken

1. Save Draft – Will save this purchase order as in-progress, allowing further modifications to be made when necessary

2. Submit For Review – Will submit the purchase order to the purchase order manager

3. Cancel – Will cancel the drafted purchase order. This action is not reversible.

Reviewing Purchase Orders

Once a purchase order has been created and submitted for review, before it is sent to the suppliers, the purchase order needs to be reviewed by a purchase order manager (District / Regional Operations Manager).

Access the Requested POs menu tab

1. Once in the Requested POs tab, any purchase orders that have been requested for purchase placement will display. There are multiple table columns that will be shown

   1. Order Number – The order number for the requested purchase order. This will be a random placeholder value until the purchase order is submitted. If the purchase order is sent to a supplier through their web portal, once approved, the order number is updated to match the suppliers order number that is created in their system

   2. Region – The region / district the purchase order was requested from

   3. Location – The location that purchase order was requested from

   4. Order Date – The date the purchase order was requested

   5. Status – The current state of the purchase order

2. Select the purchase order that needs to be reviewed

3. Once the purchase order is selected, the items requested on the purchase order and additional information will display:

   1. Requested On – When the purchase order was requested

   2. Requested By – The user who requested the purchase order

   3. Reviewed By - Who the purchase order was reviewed by. If the purchase order has not yet been approved, the requestors name will be shown

 

4. There are three actions that can take place when reviewing a purchase order

   1. Reject – Cancels the requested purchase order and removes it from the system. This action is irreversible

   2. Save & Re-submit – Will save any modifications made to the purchase order as a draft

   3. Approve – Approves the purchase order and sends it to the supplier(s)

5. Once the purchase order is approved, the status will be changed to ordered. If integrated with the supplier, the order number will be automatically updated to match the supplier's order number for easy referencing between the two systems

 

Filtering Requested Purchase Orders

In Huzzard Inventory, filtering requested Purchase Orders streamlines the process of finding the purchase orders you need

To filter Requested Purchase Orders:

1. From the Dashboard, access the “Requested POs” tab

2. Filtering by Region - Filtering by region allows you to see Purchase Orders from one specific region. Many Locations can belong to one Region

a. Click on the Regions field, and select which region you would like to filter by.

3. Filtering by Location - Filtering by Location allows you to see Purchase Orders from one specific Location.

a. Click on the Location field, and select the Location you would like to filter by

4. Filtering by Date Range - Filtering by Date Range allows you to only see purchase orders created between two Dates. To filter by Date Range:

   1. Click on the Date Range filter located in the top of the menu, and select a start date by clicking on the pop up calendar

b. Click on an end date on the calendar

c. You have now successfully filtered by a Date Range

5. Filtering by Status - A Purchase Order will flow through a progression of statuses during its lifecycle. Filtering by Status allows for you to see purchase orders that are in specific phases of their lifecycle

a. Click on the Status field, and select the status you would like to filter by

b. You have now successfully filtered by status

6. Searching by PO Number - Searching by PO number is as simple as clicking the search bar, and typing in the PO number you wish to find

Purchase Order Statuses and their Definitions

Purchase Order Exports

When a purchase order is exported, an excel file is downloaded to your local device. This allows for you to be able to take control of your data from Huzzard Inventory and run your own analysis on it

To export a Purchase Order:

1. Click Purchase Orders on the left hand side of the screen

2. Click Export Orders in the top right corner of the screen

3. Click in the Select Date box, and select the date range of Purchase Orders you would like to be exported.

4. Click in the Status box, and select the statuses of Purchase Orders you would like to be exported

5. Click in the Location box, and choose between exporting the purchase orders from only the currently selected location or all of the user’s locations

6. Click Export

7. After clicking “Export”, an Excel file (.xlsx) will be downloaded to your local device. You have now successfully exported purchase order data

Receiving Order

Once an the goods requested in the purchase order arrive at your location, import that shipment into Huzzard Inventory by following the directions here

Partially Received Orders

A partially received order is exactly what it sounds like. If your club orders 5 items from your supplier, but only receives 4, the order will be marked as “Partially received” in Huzzard Inventory.

Another way to think about this concept is that a single order is sent in multiple shipments by your supplier. Huzzard Inventory will automatically determine for you if an order has been fully received or partially received, so all you have to do is select the correct purchase order, and scan in the inventory that has been received. The process of receiving an order, and partially receiving an order is exactly the same. Follow these instructions to receive an order.