Purchase Orders

What Are Purchase Orders?

In Arryved Brewery Management (ABM), Purchase Orders record the purchase of Items from your Suppliers. The Items ordered are added to your Inventory. Submitting a Purchase Order can create a bill with your ABM + QuickBooks Sync so you have something to match up against your Supplier’s billing system. Use this guide to learn how to create and manage Purchase Orders in your ABM. 

Prerequisites

  • To edit Purchase Orders in your ABM, you must be a User with either the Admin or Inventory User Roles. The Sales and Production User Roles grant view-only access to Purchase Orders. 
  • The Supplier you intend to purchase from and the Materials needed to purchase must be entered in your ABM before creating the Purchase Order. 

Limitations

  • Items added to the same Purchase Order must be from the same Supplier. 
  • Submitting a Purchase Order in your ABM does not notify your Supplier in any way. You can print/export a copy of the Purchase Order and use that as you see fit. 

How It Works


Purchase Order Lifecycle

Purchase Orders go through a few stages from the time they are drafted and submitted until the Items are received. Below is the lifecycle of a Purchase Order. 

  • Draft =  The Purchase Order has been started and saved, but not yet submitted. 
  • Submitted = The Submit button was clicked. This Purchase Order is now a work in progress. Items are marked as Expected in the receiving Inventory Location.  
  • Receiving = The Start Receiving button has been clicked. Items in the order have begun to arrive at your Site. 
  • Received = All Items Counts have been verified and the Finalize Receiving button has been clicked. The Items are now On Hand in your Inventory in their respective Inventory Locations. 
  • Canceled = The Purchase Order has been canceled by an ABM User. 

The Purchase Order must be moved from stage to stage manually using the button in the top right corner. The changes text each time you click it starting with ‘Submit’, then ‘Start Receiving’, then ‘Finalize Receiving’.  


Drafting A New Purchase Order

In your ABM there are two ways to start a new Purchase Order:

  • By first selecting Items from the Inventory page
  • Or, by starting a blank Purchase Order

Option 1: Selecting Items From The Inventory Page

  1. From your ABM, click Inventory from the left side navigation.
  2. Use the filters to narrow your search to Materials.
  3. Select the Items from your Inventory List to add to the Purchase Order. 
    • Only select Items from the same Supplier.
  4. On the top left, you’ll see the number of Items selected. Click on the down arrow to expand more options.
  5. Click Add to purchase order. 
    • If that option is grayed out, that means the Items you selected come from multiple Suppliers and you aren’t able to create a Purchase Order. Deselect Items until all Items selected are from the same Supplier. 

Option 2: Blank Purchase Order

  1. From your ABM, click Inventory from the left side navigation.
  2. Click Purchase Orders from the top navigation bar.
  3. Click New Purchase Order. 

Order Information

Now that you've started a new Invoice from one of the two ways mentioned above, it's time to fill it out!

  1. Choose a Supplier from the dropdown options. There’s an option to add a new Supplier to your ABM from here if needed.
  2. Choose one of your Sites to deliver to.  
  3. The Submitter field auto-fills with your ABM User name.
  4. Choose an Expected date that the order should arrive. This is optional.
  5. The Submitted field will auto-fill the date that this Purchase Order is Submitted. 
  6. The Received Date will auto-fill the date that this Purchase Order is marked as Received. 

Adding Items To The Order

If you created the Purchase Order by selecting the Items first, then the window shown below will pop up automatically for each Item, prompting you to complete the details.

  1. If this is a blank Purchase Order, click Add Item to prompt this window. 
  2. Select an Item from the dropdown if there isn’t one auto-filled already.
  3. Select the Inventory Location where this Item will be stored.
  4. Enter the Purchase Quantity you’d like to order.
  5. Adjust the Cost Per Unit if needed.
  6. Adjust the Line Item Subtotal if you need to. Otherwise, it calculates on its own. 
  7. Click Save. 
  8. Repeat for all Items in this Purchase Order. 

Bulk Add

Use the Bulk Add button to add multiple Items at one to this Purchase Order. However, each Item’s details window still needs to be filled out separately. 


Charges

You can add custom Charges to a Purchase Order to add additional cost to the total. This may be a shipping or delivery fee or any other fees that may need to be applied. 

When there are multiple Items in the Purchase Order, the cost of the Charge can be spit several ways: 

  • By weight = A percentage of the Charge cost is allocated to each Item based on the percentage of the total weight that each Item’s weight contributes to.
  • Evenly = The charge cost is allocated to each Item evenly.
  • By line qty = A percentage of the Charge cost is allocated to each Item based on the percentage of the sum of all Line qtys that each Item’s line qty contributes to. 
  • By cost =  A percentage of the Charge cost is allocated to each Item based on the percentage of the Items’ subtotal that each Item contributes to.

Notes

Click Add a note to write in any additional information that the Supplier or any of your team members may need to know. 

Submitting The Purchase Order

When you’re finished filling out the Purchase Order, you can click Save & Close if you aren’t ready to Submit yet and need to come back to it later. The Purchase Order can be found on the table located on the Purchase Order page, labeled as a Draft. 

When you’re ready to submit the Purchase Order, click Submit in the top right corner. 

Receiving 

When Items from the Purchase Order begin to arrive, open the Purchase Order back up and click the Start Receiving button. 

Each Item now has an Exact and a Diff button next to it on the list. You need to verify that the quantity that was delivered matches the quantity recorded on the Purchase Order. 

  • If there’s any variation, click the Diff button and update the actual amount. 
  • For Items whose quantities match, click the Exact button.

Once all Items have been delivered, and quantities verified, click Finalize Receiving. 

  • This Purchase Order has now completed its lifecycle. 
  • Items from the order are now On Hand in your Inventory. 
  • An Inventory Adjustment has been logged. 

Next

Learn more about Inventory and Materials.

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