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

  1. Create New Purchase Order  >  Create Reorder List  or  Order by Vendor
  2. Edit/Receive Purchase Order
  3. Receive Miscellaneous
  4. Purchase History Report
  5. 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 Front Register grid, this displays the contents of your purchase order.
  6. Action Buttons
    • Similar to the Front Register, 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 Front Register, 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.