This document outlines the procedure for creating a Purchase Order using Heartland Retail. Upon placing an order for product with a vendor, you will want to create a Purchase Order in Heartland Retail to account for the order so it may be received in.
Getting Started
To access Purchase Orders in Heartland Retail, follow these steps:
In the top navigation menu, click the “Purchasing” link.
This will bring you to the Purchase Orders page.
Creating a Purchase Order
Click the “New” button.
This will bring you to the New Purchase Order page.
Type in the Purchase Order’s information as the categories request.
Purchase Order Information Overview:
PO# : Input the Purchase Order number or leave field blank and Heartland Retail will auto-assign.
Start Ship: Input the date the order is expected to start shipping.
End Ship: Input the last date the order is expected to ship out.
Vendor: Click the “Set” button to select the vendor this Purchase Order applies to.
Receive at Location: Click the “Set” button to select the store or location expected to receive this Purchase Order.
Custom fields: You have the ability to add additional custom fields to Purchase Orders such as: Type (mark if it is an initial order, reorder, special order, etc.) or Payment Terms (Net 10, Net 30, On Receipt, etc).
Click "save" You will then see an area of the purchase order appear that will let you add items to the PO.
Adding Items to a Purchase Order
Place your cursor in the “Scan items here...” and scan items to add them to the Purchase Order.
If you do not have the items in stock to scan, you can search and add the items. To do this, select the “Find” button. A pop-up will open where you can search in the “Search...” field by using key words in the item’s description. Select the items by checking the box to the left of the item number. Click “Add Selected Lines” and the items will be added to the Purchase Order. You can select items from different pages or use the check box at the top of a page to select ALL the items shown on the page.
Confirm each item added to the Purchase Order has the correct unit cost and quantity.
Until you press the “Open” button this Purchase Order will have a “Pending” status.
The following fields at the top of the window will be adjusted once you start adding items to the PO.
Total Cost: This will automatically be set and will continuously adjust by Heartland Retail as items are received in.
Total Qty: This will automatically be set and continuously adjust by Heartland Retail as items are received in.
Open Cost: This will automatically be set and continuously adjust by Heartland Retail as items are received in.
Total Open Qty: This will automatically be set and continuously adjust by Heartland Retail as items are received in.
Received Cost: This will automatically be set and continuously adjust by Heartland Retail as items are received in.
Total Received Qty: This will automatically be set and continuously adjust by Heartland Retail as items are received in
Opening a Purchase Order
After you have reviewed the Purchase Order for accuracy, you are ready to change the status to Open.
Click the “Open” button to open the PO.
You have successfully created and opened a Purchase Order. Now a receipt can be made and items can be received in again this Purchase Order.
If you are creating a Purchase Order that will be allocated to other locations, please see our reference on the Heartland Retail PO Allocation tool here.
Receiving the same Purchase Order in multiple locations? Use our Duplicate PO feature!