Purchase Order Procedures
What is a Purchase Order
For a stock to come into your Warehouse a Purchase Order must be created.
How to create a Purchase Order
For information on how to create a Purchase Order see the Add a Purchase Order page.
Purchase Order Process Flow in CartonCloud
The below process flow outlines the different statuses a Purchase Order moves through in CartonCloud.
Draft: The Purchase Order has been created but not yet approved. This status is only applicable for orders that have been manually added to CartonCloud. To progress to the next status of Not yet Received the Purchase Order must be approved and this can be done manually within the Purchase Order.
Not yet received: The Purchase Order has been approved but is yet to arrive at the Warehouse.
Received: The Purchase Order has arrived at the Warehouse, but has not yet been put away to a Warehouse Location or checked off. If you have the Send Purchase Order Goods Received confirmation email turned on then the notification will be sent to the customer once the Purchase Order is in the Received status. You can then either move to the next status of Verified by clicking Verify Purchase Order Products or alternatively if you select the drop-down arrow and click Bypass Verification Process you can move straight to the allocation step. This means you will not verify the product against the received to the expected and move straight to assigning the product to a warehouse location. It is recommended you utilise the verification step to ensure the correct stock has been received.
Verified: The Purchase Order quantity has been verified. This step ensures the expected stock meets what has been received (quantity, expiry date, product). During this verification process, you can also assign the stock to a warehouse location. However, if you choose to conduct verification and allocation in two different steps (if you have one team verifying stock as they enter the warehouse and another team putting stock away) you can leave the location blank. Note, storage will not start until a warehouse location has been assigned to the product.
Allocated: The Purchase Order is now at its assigned warehouse location and storage will begin on the stock. If the allocation process is being completed separately from the verification stage, then this is when the stock is put away and assigned to its warehouse location.
To view the Purchase Orders current status:
- Navigate to the Purchase Order page by searching Purchase Order in the Search for anything bar.
- From the list view, you will be able to see the Status column.
- You can also view the status from within the Purchase Order itself by selecting the relevant Purchase Order and selecting the Details tab.
The below articles outline different Purchase Order-related procedures you will need to follow during the Purchase Order process.