This Chapter covers everything you need to know in order to use the purchase order features in MicroBiz. Creating/editing orders, running reports and receiving items into inventory are all covered here.

 Figure 9-1

Purchase Orders

The Purchase Orders menu has seven sub-menus, which will each be described in turn in this chapter:

  1. Create New Purchase Order
  2. Edit/Receive Purchase Order
  3. Receive Miscellaneous
  4. Purchase History Report
  5. Re-print Last Created P.O.
  6. Re-print Last P.O. Received
  7. Receipt History

Creating New Purchase Orders

There are several ways to handle purchase orders and receiving in MicroBiz, and two of the methods for creating purchase orders are available here, under another sub-menu: "Create Reorder List" and "Order By Vendor."
Create Reorder List

This option allows you to make use of the "Reorder Level" feature, provided that you filled this information in for each of your inventory items. The Reorder Criteria window will open, and you can select a group of items that are currently at or below their Reorder Level.

 Figure 9-2

  • Department – Allows you to select items within one department only. Leave blank to search all departments.
  • Vendor – Allows you to select items from one vendor at a time. Leave blank to search items from all vendors.
  • Style – Allows further filtering by style. Leave blank to include any applicable styles.
  • SKU – Lets you see if a specific SKU will load using the Reorder Level feature.
  • Consider Committed Items... – Enable this option if you don't want items on IIP/Layaway to count when calculating quantity on hand.
  • Consider Items On Order as In Stock – Enable this option if you want to count items part of an outstanding purchase order when calculating quantity on hand.
  • Order ... At Reorder Level – Choose this option to include items where the quantity on hand is equal to their Reorder Level.
  • Order ... Below Reorder Level – Choose this option on only order items when the quantity on hand is below the Reorder Level.

Order By Vendor
This is the most straightforward and obvious way of creating purchase orders in MicroBiz. Choosing this option opens the "Create New Purchase Order" window where you can choose a vendor and select items you wish to order.
Figure 9-3

  1. Vendor Information
    • This displays the name and address of the currently selected vendor.
    • Choose F7-Vendor to change the currently selected vendor.
  2. Your Information
    • This displays your company's name and address.
  3. Purchase Order Information
    • The PO number, order date and receive date are all listed here.
  4. Shipping Information
    • The shipping terms are displayed here, if applicable.
  5. Order Grid
    • Similar to the Work Screen grid, this displays the contents of your purchase order.
  6. Action Buttons
    • Similar to the Work Screen, these buttons can also be activated using the function keys on your keyboard (F1-F10 on the top of your keyboard).
  7. Totals Information
    • Displays the totals for the current purchase order.
  8. Input Box (SKU Box)
    • Similar to the Work Screen, you can enter SKUs here to load items to the grid.

Creating New Purchase Orders - Walkthrough

Create Reorder List
To properly use this feature you must maintain accurate inventory records, especially for the "Quantity On Hand" and "Reorder Level" figures.
To create a purchase order from a reorder list, follow these steps:

  1. From the main menu, click on Inventory, Purchase Orders, Create New Purchase Order, Create Reorder List.
  2. You can filter your list on this screen if desired by using the drop-down menus.
    • You can filter by vendor to create each separate purchase order if desired, but this is not necessary. If you create a purchase order with items from multiple vendors, MicroBiz will give you the chance to split the purchase order into many by vendor.
  3. Once you have set your reorder criteria, click on the OK button to create the purchase order.
  4. All items that match your reorder criteria will now be loaded to your new purchase order. You can now edit any part of the purchase order before printing.
  5. When you are ready to print the purchase order, choose F9-Print.
    • If your reorder list contains items from multiple vendors, you will be asked if you wish to generate separate purchase orders per vendor.

Order By Vendor
Choosing this method will allow you to manually create a purchase order:

  1. From the main menu, click on Inventory, Purchase Orders, Create New Purchase Order, Order By Vendor.
  2. This window is basically an empty purchase order. You can manually load the items, vendor, etc.
    • Once you load a vendor, you can press control and F3 (Ctrl+F3) at the same time to view only the items belonging to the selected vendor.
  3. When you are ready to print the purchase order, choose F9-Print.
    • If your reorder list contains items from multiple vendors, you will be asked if you wish to generate separate purchase orders per vendor.

Receive Miscellaneous
This method is used by those who want to create a purchase order and receive it right away.

  1. From the main menu, click on Inventory, Purchase Orders, Receive Miscellaneous.
  2. This window is basically an empty purchase order. You can manually load the items, vendor, etc.
  3. When you are ready to print the purchase order, choose F9-Print.
    • The items will be received immediately and no purchase order will be created.

Edit/Receive Purchase Order

The Purchase Orders window will show all outstanding purchase orders. From here, you can receive the items and/or edit the contents of any outstanding order.
 Figure 9-4

  • Outstanding Purchase Orders (upper-left frame) –Displays all outstanding purchase orders.
    • Click on a purchase order here to display the vendor information in the window to the right and the order contents in the window below.
  • Vendor Information (upper-right frame) – Displays vendor information for the currently selected purchase order.
  • Order Contents (bottom frame) – Displays the contents of the currently selected purchase order.
  • Help – This button displays the help screen (always accessible via F1).
  • Edit PO – Allows you to edit the details of the currently selected purchase order (PO).
  • New PO – Allows you to create a new purchase order.
  • Delete – Deleted the currently selected purchase order.
  • Close – Closes the Purchase Orders window.
  • Print – Prints a copy of the selected purchase order.
  • Receive – Begins the receiving process so you can complete the selected purchase order.
  • Filter Items – Allows you to enter search criteria to shorten the list of items.
  • Filter PO – Allows you to enter search criteria to shorten the list of purchase orders.

Receive Miscellaneous

Using this option, you can receive items without having created a purchase order in advance.

This window looks just like Figure 9-3 and has the same options.


Receive Purchase Order – Walkthrough

If you have created your purchase orders beforehand using the Reorder List or Order by Vendor methods, then your order will be waiting for you in MicroBiz when your items come in.
Here's how to receive an order:

  1. From the main menu, click in Inventory, Purchase Orders, Edit/Receive Purchase Order.
  2. From the Purchase Orders window, click on the desired purchase order from the upper-left frame.
    • All outstanding orders should be listed here. You can scroll up or down if needed.
    • See the section on Edit/Receive Purchase orders above for more details.
  3. With your purchase order selected, you should see the order contents in the bottom frame. Click on the Receive button in the lower-right to open the Receive Order window.
  4. From this screen, you can edit any items if needed and complete the order. Choose F9-Print to receive the items.
  5. When prompted to enter the Vendor's Invoice Number, you can type in the order number provided by your vendor, leave it blank, or choose Cancel to go back to the Receive Order window. Choose Okay to proceed.
    • Once you click Okay on this screen you cannot cancel the receiving process.
  6. When prompted to print the Receiving Report, you can click Yes to print the report before proceeding, or click No to skip this step.
    • The receiving report can only be generated at this prompt.
    • See Figure 9-5 for a sample Receiving Report.
  7. After the Receiving Report prompt, MicroBiz will give you the chance to print bar code labels for your received items.
    • It is not necessary to print at this time, but many users find it convenient to do so while receiving the items into inventory.
    • Choose the label type and enter the number of labels to print per item, then click on the Make Labels button to print labels from here. See Chapter 14 - Labels for more details on label printing.
    • Choose the No Labels button if you do not wish to print labels at this time.
  8. After the Create Labels window, your order is complete!

Figure 9-5

Purchase History Report

The Purchase History Reports are used to look up old purchase orders.
 Figure 9-6

  • Start/End At – Enter the date range for your search here.
  • Filter Buttons – Allows you to restrict your search results by SKU, Department, etc.
  • Generate Report –Click here to view a preview of your search results.
    • After you close the preview window, you can choose to print, view or save your report.
  • Exit – Click here to close this window.

Reorder List

The Reorder Reports window allows you to generate lists of items that are low in stock relative to their reorder level.
 Figure 9-7

  • Filter Buttons – Allow you to set your search criteria by SKU, Department, Style or Vendor.
  • All/One Options – Allow you to search for all items by the currently selected filter method or just single items.
  • Order when Less Than Reorder Level – Choose this option if you only want items that are below their reorder level to appear on the list.
  • Order when Less Than or Equal to... – Choose this option if you want to include items that are currently at their reorder level (not quite under) to appear on the list.
  • Consider items On Order as In Stock – Leave this option enabled if you want items that are a part of an outstanding purchase order to be counted as on hand for reorder reports.
  • Consider Committed items as not in stock – Leave this option enabled if you want items that are marked to be purchased (on an IIP/Layaway) to be counted as not on hand.

Re-print Last Created P.O.

This will immediately reprint the most recently created Purchase Order that was printed (the last order where "Yes" was selected to print the Purchase Order upon saving). If you wish to reprint a pending Purchase Order, you can go to Inventory, Purchase Orders, Edit/Receive and print the desired order. This feature is also available by typing "RP" into the SKU box while creating a new Purchase Order.

Re-print Last P.O. Received

This will immediately reprint the Receiving Report for the most recently received order (regardless of whether or not it was previously printed out).

Receipt History

 Figure 9-8

The Receipts History window will display all received orders created starting on MicroBiz version 13.5. By selecting the Receiving Report number (R.R.#) from the top menu, you can view the details of the order and reprint it using the Print button at the bottom of the screen.

  • Label Allows you to reprint all of the labels from any received orders.  
  • Filter Items  Allows you to select only the Receiving Reports desired based on the items included in the order by the conditions (such as SKU, description, etc) set here.
  • Filter RR – Allows you to select only the Receiving Reports desired based on the conditions (such as Vendor, date, etc) set here.