In order to sell Products to your Customers, you need to buy them first! Inventory procurement is handled in the Purchasing section of Cohub. You can create stocking Purchase Orders for any of your existing locations, or you can create Drop Ship Purchase Orders for items that ship directly from a Vendor to a Customer.

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What's on a Purchase Order:

Every Purchase Order needs to have a Vendor, Location, Shipping Address, and Items. The Vendor is who you're buying products from. The Location is the place inventory will get added to in Cohub when items are received. The Shipping Address tells the Vendor where to deliver your items.  

Some optional, nice-to-have attributes of a PO are: Vendor Email Address and Additional Email Recipients, Shipping Method, Carrier Account, and Comments.

  • Vendor Email Address. This field is automatically populated with the email address on record for your Vendor. If you do have an email on file for your Vendor, the PO will be automatically emailed to them.  
  • Additional Email Recipients: If you'd like the PO to be emailed to people other than the Vendor, you can enter their email addresses here. Enter as many as you'd like, separated by a comma.  
  • Shipping Method and Carrier Account: If you'd like your Vendor to ship with a specific carrier and use your account number, you can enter that information here and it will be included on the Purchase Order.
  • Shipping/Tax: If you know what the cost of shipping and tax will be on the PO, you can enter them in their respective fields. This will come in handy when it comes time to match Bills with Receipts.
  • Comments: This field is for any additional information you'd like your Vendor to see when reviewing your PO.
  • Items: These are the products you'd like to order. You can see the item's current QOH, DQOH, and Cost. You can adjust the quantity at any time.

When searching for items to add to the Purchase Order, you'll see a column called SL3M. It stands for Sold in last 3 months, and is a statistic representing the quantity of the item that has been sold for the selected purchase order's location over the past 90 days. This quantity does not include quantites shipped from other locations.

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Creating a Purchase Order:

You can create Purchase Orders in Cohub in different ways: by manually creating a Purchase Order, by using our Generate Purchase Orders tool, or by using our Create Drop Ship Purchase Order tool.

Manual Purchase Orders:

Create a manual Purchase Order if you already know the quantities and Vendor you need to buy from.

To create a manual Purchase Order, click the Purchasing icon in the left side menu, then click the "New Purchase Order" link at the top left of the Purchasing pane.  

You will be directed to the PO form, where you can choose the Vendor you need to order from, the destination address, and the items you need.  

Generating Purchase Orders:

Use our Generate Purchase Orders tool if you need to check all your inventory to see what needs to be ordered for each of your locations. You may want to delete any previous PO's by clicking the trash icon and select delete all generated. To Generate POs, click the refresh/circle icon on the right side of the Purchasing list page. If you select a Location from the dropdown, Purchase Orders will be generated for only that location. If you don't select a Location, POs will be generated for all locations.

After you've kicked off PO Generation, you will see a banner at the top of the page letting you know to hang tight while the job finishes.  

After the POs are generated, you'll see a green banner letting you know the POs are ready!

Drop Ships:

Drop Ships are handled in Cohub with both a Purchase Order and a Shipment. To create a Drop Ship PO, find the Shipment you'd like to drop ship from the Shipment pod, click the grey "Other" button, then select "Create Drop Ship PO" from the dropdown.  

This will route you to a new Purchase Order, with the Location, Items, Quantities, and Shipping Address already filled out for you. You do need to choose the Vendor. If you review the Drop Ship PO, and everything looks as it should, place it! You'll then see a Note created that associates the Purchase Order with the Shipment it originated from.  
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Purchase Order Acknowledgement:

When you place a Purchase Order for a Vendor with an email address, a Purchase Order Acknowledgement request email gets sent to the Vendor. The Vendor gets a copy of the PO, along with a simple form to fill out to let you know they received it, when they expect to ship it, and any comments they'd like to send your way. Here's an example:

When they submit the form on the right, you receive an email that contains all the details they provide.

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Life Cycle of a Purchase Order:

Pending:

When a Purchase Order has been created, but is not yet ready to be sent to a Vendor, it is Pending. While a Purchase Order is pending, you can change anything about it - it's location, shipping address, items, quantities, and prices. Nobody but you has seen any of the work done on the order - think a Pending Purchase Order like a working draft.  

Placed:

When you are ready to commit to your Purchase Order and send it to a Vendor, click the double-arrow icon on the right side of the Purchasing pane, and select "Place". If the Vendor on the Purchase Order has an email address, the PO will automatically be emailed. If there is no email address, you have the option of saving as a .pdf and emailing yourself, or printing the PO for faxing.  

When a Purchase Order is Placed, edits can still be made but the Vendor does not get automatically notified. Be sure to communicate any changes directly to the Vendor.

Partially Received:

Once items start coming in from your Purchase Order, and you add Receipts for them, Placed Purchase Orders become either Partially Received or Complete. If Receipts are entered for some but not all of the items on the PO, it becomes Partially Received. 

Completed:

Once all items have been received on a Purchase Order, it becomes Completed. Completed Purchase Orders can still be edited (unlike Sales Orders). This allows for late changes to existing Purchase Orders, i.e. ordering more items from a Vendor but using the same PO number, or allowing adjustments if a Vendor ships more than is ordered.  

Holding:

A Purchase Order can be put on Hold if you know you're not ready to place it soon and need to revisit it at a later time. If you are building a very large Purchase Order to cover a large period of time, it can be helpful to build that PO in sections. Keeping it on Hold gives it a status all it's own, so it doesn't accidentally get deleted or rewritten in a Pending Purchase Order purge.  

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How to find a Purchase Order:

Search:

When you need to retrieve an existing Purchase Order, you can do that in multiple ways. If you know the PO number, you can search that number in the search field. Or, if you really want to save time, you can use our Search Shortcut for POs: Type 'po your po number' (i.e. 'po 123456') in the search bar.

Dashboard:

If you know you interacted with the PO you are looking for recently, but don't recall the number, visit the PO dashboard. On the PO dashboard you can filter by PO state, Location, or Vendor. You'll also see various widgets for POs in different states. For example, the "Expected within 7 days" widget shows a list of all POs that are expected to arrive in the next week. The expectation is based on the "Estimated Ship Date" provided by the Vendor.   

Product Page:

If you'd like to find a list of Purchase Orders for a particular Product, visit the Purchase Orders tab on a Product Variant page.  

Vendor Page:

To see all Purchase Orders for a particular Vendor, go to the Vendor page and click the Purchase Orders tab.

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