Inventory Orders
Place orders to replenish inventory through the Inventory Order module of 抖阴Venues Inventory (XVI). This module pulls from and shares data with other 抖阴Cloud services such as 抖阴Data Management (XDM) and 抖阴Cloud Portal (XP).
Inventory Orders Permissions
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The Inventory Order module has the following permissions:
Permission | Description |
|---|---|
View | View inventory orders |
Add | Create new inventory orders |
Edit | Edit existing inventory orders |
Inventory Orders List
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From the Inventory Orders List:
View a list of all existing orders;
Search and sort orders by any column;
Arrange columns by dragging and dropping the column.
Select an order directly to edit an order.
The Inventory Orders List displays:
List Header | Description |
|---|---|
Purchase Order No. | System-created purchase order number. |
Vendor | Vendor for the order. |
Order Date | Order date. |
Delivery Date | Expected delivery date. |
Grand Total | Grand total of the entire order. |
External Ref. No. | External Reference Number. |
Invoice No. | Invoice Number |
Status | Order status (view only) |
Inventory Orders Statuses
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Inventory Orders statuses are as follows:
Status | Description | Actions |
|---|---|---|
Open | Saved inventory order not yet submitted |
|
Pending | Submitted inventory order |
|
Completed | Received inventory order |
|
Canceled | Canceled inventory order |
|
Rejected | Rejected inventory order |
|
Create New Inventory Order
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The New Inventory Order module pulls information such as Vendors and Inventory Item from Data Management, and Sites from 抖阴Cloud Portal.
The system-created order number appears in the upper-left, next to the Order Details title.
To create a new inventory order:
Navigate to Venues Inventory.
From the menu on the left, select Inventory Orders.
From the upper-right of the Inventory Order List, select New Inventory Order.
From the Vendor dropdown, select the vendor name.
From the Warehouse dropdown, select the warehouse.
To the right of the Order Date field, select the calendar to choose the order date.
Alternatively, select the order date field to manually type the order date.
To the right of the Delivery Date field, select the calendar to choose the delivery date.
Alternatively, select the delivery date field to manually type the delivery date.
In the External Order Number field, type the vendor order number.
In the Invoice Number field, type the invoice number.
In the Item List area, the available order items appear. To the left of the item(s), select the arrow to expand the menu.
In the Quantity field, type the order quantity鈥� the Unit Cost field pulls information from Inventory Item and the Total Cost field automatically calculates.
In the Totals area, view the quantity ordered and the order cost for each general ledger account.
From the lower-right of the confirmation, use the Save dropdown and select from the following options:
Field Name
Description
Submit
Submit the inventory order request.
Save and New
Save and close the current request and open a new inventory order request.
Submit and New
Submit the current request and open a new inventory order request.
Nota
For pending requests, Save and New and Discard are the available options.
The Discard option does not save new or updated requests.
Accept or Edit a Pending Inventory Order
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When an Inventory Order is marked as pending, Items List fields such as received quantity and received unit cost, are editable.
To accept or edit a pending inventory order:
Navigate to Venues Inventory.
From the menu on the left, select Inventory Orders.
From the Inventory Order List, select the Inventory Order.
Scroll to the Item List area.
Review the Quantity Received field. If the quantity received differs from the initial ordered quantity, type the updated quantity received.
Review the Received Unit Cost field. If the unit cost differs from the initial unit cost, type the updated unit cost.
If the received unit cost differs from the initial unit cost, and the vendor is marked as preferred, the unit cost updates for the inventory item in Data Management.
Scroll to the Order Summary at the bottom of the form and review the costs.
If necessary, in the Delivery Fee field, type the updated delivery fee.
If necessary, in the Sales Tax field, type the updated sales tax.
From the upper-right of the page, select Save.
Alternatively, if all inventory order items are received, select Accept.
From the lower-right of the confirmation, select Save.
Add Items to a Pending Inventory Order
This feature allows users to add missing items to a pending order after starting from the vendor's delivery invoice.
抖阴Cloud Portal 鈫� 4-Dot Menu 鈫� Venues Inventory 鈫� Inventory Orders
To add an item to a pending order:
Navigate to Inventory Orders 鈫� Inventory Order List.
From the Inventory Order List, select a Pending Status order, which directs to the Order Details page and the Item List.
From the upper-right of the Item List area, select Add Item(s).
Nota
The Add Item(s) button requires the inventory order manage user permission
VenuesInventory.Order.Manageto access. It is disabled for users without this permission.If the user has edited data, a confirmation message displays requesting to save the data.
From Confirm, with the toggle to save the Inventory Order Item set to Yes, select Continue. If toggle is set to No, any changes to the Item List will not be saved after selecting Continue.
From Item List and to the right of the item name, select Add to List to add the item. The list includes items not included in the pending order and is sorted alphabetically and includes a hyperlink.
Nota
If the item is not in the Item List, add the inventory item in Data Management to the company and assign the item to the company site.
For items assigned to the vendor and site with a single Ordering Unit, select Add to List to move the item directly to the Added Items(s) section.
For items not assigned or those with multiple Ordering Units, select Add to List to open the Edit Inventory Item window.
To edit the inventory item, update these fields where applicable:
Field Name
Description
Vendor Name
Displays the current vendor by default.
Vendor Item Code
Editable if not assigned. Auto-populates if assigned.
Ordering Unit
User selection is available.
Unit Cost
Editable if not assigned. Auto-populates if assigned.
Site Availability
This field is disabled. It displays the current site name.
Save and Add Button
Updates information and adds the item to the Added Item(s) section.
The Added Item(s) section sorts items by the time they were added to the order.
From the Added Item(s) section, complete the required validation of the Quantity Received field amount. The Quantity Ordered field auto-populates based on the Quantity Received field.
From the Added Item(s) section, select Submit to finalize the addition of items to the existing pending order.
For additional information about pending orders, see Accept or Edit Pending Inventory Order.
Reject a Pending Inventory Order
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To reject a pending inventory order:
Navigate to Venues Inventory.
From the menu on the left, select Inventory Orders.
From the Inventory Order List, select the Inventory Order.
From the upper-right of the page, select Reject All.
From the lower-right of the confirmation, select Save.