The Vendor Order Manager is used to quickly create, edit, and process vendor shipments. Before creating a Vendor Order, you must first make sure that you have entered the Vendor into Ultra Commerce under the Accounts menu.
1. Create a New Vendor Order
To access the Vendor Orders listing page, click Warehouse on the Ultra Commerce toolbar and select Vendor Orders from the drop-down. The Vendor Orders listing will display.
On the Vendor Order page, an administrator can view all vendor orders, past and present, and surface-level details regarding each order. To view details regarding a particular order, click the eye icon next to the desired order. To edit, click the edit icon.
To create a new vendor order, click the blue +Add Vendor Order button.
The Create Vendor Order modal will appear with the following fields:
- Select the Currency Code from the drop-down.
- Choose the Order Type: Purchase orReturn
- Start typing in the Vendor text field and select the correct auto-prompted vendor.
- Select Estimated Receival date and time, if known, from the calendar.
- Add in the S & H Cost in the field, if any.
- Choose the Cost Distribution Type: Quantity, Cost or Weight
- Choose the Bill to Location from the drop-down.
- Click Save.
Once an order is saved the Vendor Order detail page will display with an important tab called Vendor Order Items.
To select which products are going to ship and from which location, select the Vendor Order Items tab and expand it. You will find a listing of products that are available to add to the Vendor Order. You can use the search box to narrow the results, as shown in the screenshot above.
There are two tabs:
- Assigned Items tab: These are items filtered by Brand that are assigned to the Vendor via the Brands tab on the Vendor’s detail page of the Ultra Commerce admin. You will also find items on this tab that might not have been assigned via Brands but were part of a previous Vendor Order utilizing the All Available Items tab.
- All Available Items tab: These are all the items available for the site. If you select items for the vendor order just be sure that they are available from the Vendor.
Find the skus you would like to add to the vendor order and indicate the Deliver to Location, add the Quantity and the Cost of each sku. You can even add a vendor sku code here if different than the system sku if needed.
- Click Add Item for each sku you would like to add. The sku you just added will now appear directly below Vendor Order Items.
- Continue to add items by following the steps above until you are finished adding skus to the vendor order.
- Click Save in the top right corner of the vendor order screen.
Particularly worth noting are the Qty. Received and Qty. Unreceived columns; these will be your primary reference points for determining what portions of an order you are still waiting for from the vendor. This is also the primary reference point for determining whether the vendor has accidentally sent you too much of a particular sku, which is important if you are expected to return excess stock to the vendor.
The vendor order will appear in the Vendor Order listing with a status of New since it has not yet been received.
2. Process a Vendor Order
From the Vendor Order detail that you would like to receive the items:
- Click the Actions drop-down and
- Select Receive Vendor Order
The Receive Vendor Order form will appear. You can either receive all the items or you can partially receive the items.
- Enter the Packing Slip Number, if applicable.
- Enter the Box Count (number of boxes), if applicable.
- Select the Location at which the items have been received. This should already be selected based on your Bill To location, but you can change this if needed.
- Add the S&H Cost if it was not already entered or needs to be corrected.
- Confirm the Cost Distribution Type.
- Enter the Quantity received. This can be the full quantity or a partial quantity.
- Click Receive Vendor Order button when complete.
If the Vendor order was received partially it will have a Partially received status. If it is received in full it will have a Closed status.
If you partially receive, you can go back to the Vendor Order detail at a later date to receive the rest following the previous steps by choosing Actions > Receive Vendor Order.
All stock received on a Vendor Order will now update the skus in the system for the particular location.