Purchase Orders and Inventory Orders are an integral component of Inventory Management within Service Fusion. Both of these functions work together to keep track of where your inventory stock is coming from as well as where it is stored within your company!
Purchase Orders represent the items that you have ordered and are waiting to receive. You can place a Purchase Order by hovering your mouse over the My Office tab and selecting Purchase Orders. This will take you to your Purchase Orders dashboard.
You can also get to the dashboard by hovering your mouse over Jobs and selecting Purchase Orders from the menu here!
On this dashboard you access to your Purchase Orders made from within Service Fusion. You can see at a glance the date the PO was created, the PO#, Total and whether or not the Purchase Order has been received along with the Inventory Order number. You can receive Purchase Orders from this page by clicking the receive button to the right of the corresponding Purchase Order which will create an Inventory Order (discussed below) and assign it an IO#. You will also have the option to create a new Purchase Order by selecting the "+Purchase Order" button in the top right of the page!
When you click "+Purchase Order", a window overlays the current screen with fields to complete your PO. You will indicate the Vendor (Learn how to create Vendors here), indicate where the shipment will ship to, add a reference/memo and the items that are part of the Purchase Order. Please note that the Item List for Purchase Orders is populated by your Product Catalog. If there is an item on your PO that is not in your Product Catalog, the PO will not save. When you have added an item to be ordered on your PO, it will auto-populate the Per Unit Cost based on the numerical value you have placed in your Product Catalog as the Internal Cost. You are free to edit this field if you need! Once you have created a Purchase Order it will appear on your Purchase Order dashboard in an 'Open' status.
You also have the ability to create a Purchase Order on a job. Click the 'More' drop down in the top right of the View Job screen and select Purchase Order.
This will result in a dialogue box that is looks exactly like the Purchase Order dialogue shown above and will be filled out exactly the same! However, if created from a job, it will appear directly on that job as well as on your Purchase Order dashboard.
If your job already has products on it, a dialogue box will ask you if you wish to copy the products from the job to your Purchase Order, saving you the time otherwise spent re-typing your products.
Inventory Orders exist to change inventory stock on hand. You can use this function to indicate when Purchase Orders have been received or to subtract inventory from your Warehouses. You can get to your Inventory Order dashboard by hovering your mouse over My Office and clicking Inventory Management. The only way to adjust quantity without using products on a job/invoice is to create an Inventory Order.
Another way to get to the Inventory Orders dashboard is directly from your Purchase Orders dashboard. In the top right is a button for Inventory Orders which will take you to the corresponding dashboard!
Lastly, you can also get to the Inventory Orders dashboard by hovering your mouse over Jobs and selecting Inventory Orders from the menu here!
On the Inventory Order dashboard you will see a similar outline as that of Purchase Orders. There is a brief summary of each Inventory Order that will include the date, and total of the Order. Once a Purchase Order is received, an Inventory Order will automatically be created and will show here. To create an Inventory Order you will click the "+Inventory Order" at the top right of the page which will open a dialogue box for you to fill in the fields needed for your IO. Inventory Orders may exist without a Purchase Order being created beforehand.
You can use Inventory Orders to create orders for negative quantities as well as positive. This is a function so you are able to manipulate your inventory in case anything gets lost, damaged, or expires! To decrease quantity on hand, you will populate the Product field in the exact same way you would on an Estimate or Job, which means the product will need to exist in your Product Catalog, then type your 'Qty' as a negative amount. (i.e. -10). Only Inventory Orders may have negative quantities, not Purchase Orders, because Purchase Orders do not directly affect quantity on hand, while Inventory Orders do.
A Product that exists in your Product Catalog may be added to Purchase Orders and/or Inventory Orders, even if that item is not explicitly marked (via toggle switch) as an inventory item. While you can have a non-inventory item on a Purchase Order or Inventory Order, a non-inventory item will never appear in Stock Levels reports, even if it has a positive value for quantity on hand.
Once you have created an Inventory Order, either manually as listed above or by receiving a Purchase Order, it will affect your Stock Levels. You can find this information by hovering your mouse over My Office and clicking Stock Levels.
You can also get to the stock information by hovering your mouse over Jobs and selecting Stock Levels from the menu here!
This page will list (1)the Products that you have as well as how many are in each of your (2)Warehouses. If you need to move any of your in stock inventory items you can do so by selecting the Reallocate Inventory button at the top right of the page.
You are only able to move one Product at a time when Reallocating Inventory. You will start typing in the product you wish to move and select it from the drop-down options below the text field, similar to selecting a product or service on a job/estimate. Then, select which Warehouse you would like to move it from, the quantity you would like to be moved, and the Warehouse you would like to move the product to.
Purchase Orders, Inventory Orders, Stock Levels, Vendors, Warehouses, and the Product Catalog all represent parts of a whole when it comes to Inventory Management in Service Fusion. These different aspects unite to offer a valuable insight into Job Costing and Gross Profit. As a reminder, Inventory Management related information does not sync to QuickBooks (either Online or Desktop). Because these different aspects interact with each other, it may prove beneficial to double-check system permissions to ensure the user has access to everything needed to successfully manage the inventory features in Service Fusion.