Create Purchase Orders

Overview

Purchase Orders in GoldFinch are used to manage the procurement of products and services from vendors. The Purchase Order process allows you to specify which warehouse the products should be shipped to and enables you to generate a Purchase Order document to send to the vendor for order fulfillment.

Creating a New Purchase Order

Access Purchase Orders:

• Open the App Launcher and search for Purchase Orders.

• Click New to create a new Purchase Order. If you want to purchase similar products from the same vendor as a previous order, you can use the Clone feature.

Enter Vendor Information:

• Once you enter the Buy-From Vendor, the default billing and shipping information will automatically populate. You can modify this information for the current order if necessary.

Enter Items into Purchase Lines:

• Add the items you wish to purchase in the Purchase Lines section.

• For more details on how Unit Cost is calculated, refer to this guide: Purchase Prices

• If adding service costs (e.g., Freight or Expedited Fees), enter 1 as the Quantity and the Unit Cost as the total cost for the service.

• Enter the Quantity for each item to calculate the Line Cost.

Save the Purchase Order:

• Once all items and details are entered, click Save to finalize the Purchase Order.

Vendor and Item Search Features

• Vendor Filter:
  When searching for vendors, you can filter accounts to display only those with Is Vendor = true. To enable this feature, navigate to Company Setup and check the Enable Customer/Vendor Filter field.

• Cross Reference Search:
  If you want to search for items by Vendor Part Numbers (as defined in the Cross References table), you can enable this functionality by checking the Enable Cross Reference Search field in Company Setup.

Printing and Sending the Purchase Order

• Print Purchase Order:
  After saving the Purchase Order, you can generate and print the Purchase Order document by clicking Print Purchase Order. This document can be sent to the vendor for fulfillment.

An example of the Purchase Order document format:

• Emailing the Purchase Order:
  To email the Purchase Order, follow the instructions in the Electronic Document Management

Additional Features

• Create BOL from Purchase Order:
  You can create a Bill of Lading (BOL) directly from the Purchase Order. To enable this feature, add the Create BOL button to the Purchase Order page layout. For more details, refer to: Creating BOL from Purchase Order.

• Typeahead Lookup for More Records:
  If you need to display more records in the typeahead lookup feature, refer to: How to Display More Records.

By following these steps, you can efficiently manage your purchasing process in GoldFinch, ensuring that your orders are properly tracked and fulfilled by your vendors.