Abreeze Technology

What is Purchase Orders?

The Purchase Orders app for Clover creates and manages vendors and purchase orders as well as tracks items and adds to inventory when the items are received.

Getting Started with Purchase Orders

A step by step guide for using the Purchase Orders app

Frequently Asked Questions

How do I view my existing vendors?

To view your existing vendors, click on the tab at the top left that says "Vendors" in blue. You will now see all of your existing vendors listed alphabetically.

How do I add a new vendor?

First, navigate to the vendors view by clicking at the top left where is says "Vendors" in blue. Then, to add a new vendor click on the green button that says "Create New Vendor". You will then be prompted to fill in the Vendor information. Not all fields are required. After you have entered all the correct information, click the button on the bottom of the popup that says "Save". If the vendor name you enter is the same as an existing vendor, then a new vendor will not be created and you will see a warning displayed at the top of the page. Otherwise, you will see a success message and your new vendor will be displayed. You may have to go to the next page of vendors to see the new created vendor. They are ordered alphabetically.

What is the "Connect to Location" field when creating a Vendor?

This field should be used if the vendor is also one of your mission control locations. If you create a purchase order using a vendor with a connected location, the items will be created at the connected location if they do not already exist. When you recieve the items on the purchase order, it will decrease the inventory of the items at the connected location. You can not edit the connected location of the vendor.

How do I edit a vendor?

To edit a vendor, navigate to the vendor that you want to edit. Then click the "Edit" button on the right side of the page that corresponds to the correct vendor. The edit button is the first button on the right side. After the button is clicked, you will see a popup the same as when you created the vendor. Add in or change any of the data you want for that vendor, then click the button on the bottom that says "save". The vendor has now been updated. You can not edit the connected location of the vendor.

How do I delete an existing vendor?

To delete a Vendor, navigate to the vendor that you want to delete. Then click the "Delete" button on the right side of the page that corresponds to the correct vendor. The delete button is the second button on the right side. Then confirm you want to delete the vendor in the popup. The vendor has now been deleted and the items associated with the vendor are no longer being tracked.

How do I view existing items?

To view your existing items, click on the tab at the top left that says "Items" in blue. You will now see all of your existing items listed in the order they have been created with the most recent being first. These items are only the items you are currently tracking. You can use the filter buttons on the top of the page to narrow down your results based on the location or the vendor of the items. Click the blue "Submit" button to see the filtered results. To clear the filters click the "Submit" button with no filters selected.

How do I edit an item?

To edit an item, navigate to the item that you want to edit. Then click the "Edit" button on the right side of the page that corresponds to the correct item. The edit button is the first button on the right side. After the button is clicked, you will see a popup to edit the Minimum, Maximum, or Order By values. Add in or change any of the data you want for that item, then click the blue button on the bottom that says "Save". The item has now been updated.

How do I delete an existing item?

To delete an item, navigate to the item that you want to delete. The delete button is the second button on the right side. Then click the "Delete" button on the right side of the page that corresponds to the correct item. Confirm you want to delete the item in the popup. The item has now been deleted.

How do I track and create an item?

First, navigate to the items view by clicking at the top left where is says "Items" in blue. You have three options when adding an item to be tracked. You can either track an existing Clover item, or if the Clover Item does not already exist, then you can create and track the new clover item, or you can upload a csv file. To track an item that already exists in Clover or to create a new Clover item and track it, click on the green button that says "Add an Item". You will then see a dropdown with the three options to pick from. Pick the correct option that applys to the item you want to add.

If you clicked "Track an Existing Clover Item", then you will see a popup. Fill in correct information. You can pick which vendor the item is supplied by, and which locations to track the item for. Make sure you lookup the correct clover item. Once all the information is correct, click the blue "Submit" button. The item is now being tracked for all the locations specified. Keep in mind, if the selected vendor is connected to a location, then the item will not be tracked at that location.

If you clicked the "Create and Track New Item", then you will see a popup. Fill in the correct information to create a new clover item and pick the locations you want to create the clover item at. Once the information is all correct, click the blue "Submit" button. You will now see a different popup. Select which vendor you want to supply the item. Then fill in the correct information for the remaining fields. Once all the information is correct, click the blue "Submit" button. The clover item has now been created, and is being tracked. Keep in mind, if the selected vendor is connected to a location, then the item will be created at that location, but it will not be tracked at that location.

If you want to upload items, click the option on the dropdown that says "Upload Items" and read the answer below about how to upload items.

How to I upload items?

To upload items, navigate to the items view by clicking at the top left where is says "Items" in blue. Then click the button that says "Add an Item", and click the option on the dropdown that says "Upload Items". Select the correct vendor the items are for and locations you want to create the items at. Once the vendor and locations are set correctly, click the "Upload File" button. Make sure the file you are uploading follows the format of the sample upload exactly. To view the sample click the blue text that says "Click Here for Sample". This will download a csv file. The downloaded file will include the headers for all the things you are able to fill in. The only required columns are the "name" and "price" column. Do not change the name of any of the headers, otherwise the upload may give an unexpected outcome. The header contains all the fields to create a Clover item, followed by the minimum, maximum, and order by used to track the item. The next columns are for the stock count of each of the locations that were selected that are set as "[location nickname] (stockCount)". The rest of the columns are all of the categories, tags, tax rates, and modifier groups that are in the headquarter location. To add an item to one of these attributes, enter any text into the corresonding cell. It will not be put into the attribute only if the cell is completely empty. The downloaded sample will also show one sample item called "upload_test_item" with data entered. If you upload the file with this item still in there, it will skip over this sample item. Once all the information in your file is correct and follows the sample format, choose the file to upload and then click the "Upload Items" button. Please wait a few minutes while the items are being created. New clover items will be created at all the selected locations for all the items in the uploaded file that are correctly filled in. All the items will also be tracked. The defaults will be used for any columns that were not filled in. Keep in mind that if the selected vender is connected to a location, all the uploaded items will be created at that location, but the items will not be tracked for that location.

What are the "Minimum", "Maximum", and "Order By" values for?

These values are used to track and reorder items. When an item's stock count gets below the minimum value of that item, the item is considered to have low stock. Once a day, a purchase order will be automatically generated for all items with low stock. The "Maximum" and "Order By" values are used to determine how much of the item should be reordered when that item's stock is low. The automatically generated purchase order will reorder the amount it takes to make the stock count equal to the maximum. The "Order By" value is to know in what quantities the item can be ordered in. The automatically generated purchase order will make sure to only order in multiples of the "Order By" value while not exceeding the maximum.

What is the difference between "Tracking" an item and "Creating" Item

"Tracking" an item means automatically monitoring the stock based on the minimum, maximum, and order by values to know when an item needs to be reordered, and how much to reorder. "Creating" an item means creating a new clover item. This new item will be added into your clover inventory.

How do I view existing purchase orders?

To view your existing purchase orders, click on the tab at the top left that says "Purchase Orders" in blue. You will now see any existing purchase orders listed by purchase order number. You can use the filter buttons on the top of the page to narrow down your results based on the location, the vendor, or the status of the purchase order. Click the blue "Submit" button to see the filtered results. To clear the filters click the "Submit" button again with no filters values selected.

How do I create a new purchase order?

First, navigate to the purchase orders view by clicking at the top left where is says "Purchase Orders" in blue. Then, to create a purchase order, click on the green button that says "Create New Purchase Order". You will then be prompted to select which vendor and location the purchase order is for. There are two ways you can create a purchase order, you can either enter the items manually, or upload a csv file. Once the correct location and vendor are selected, click the correct button that applies to the purchase order you want to create. You can not create a purchase order with a vendor location combination if the vendor is connected to the selected location.

If you want to enter the items manually, click the "Create Purchase Order" button on the bottom of the popup. This will take you to the same window as editing a purchase order. See below the frequently asked question about how to edit a purchase order for more explanation on how to use the window. If you do not add any items to the purchase order, then it will be a blank purchase order. A pending purchase order has now been created. Keep in mind that if a pending purchase order already exists for the selected vendor and location combination, then clicking the "Create Purchase Order" button will not create a new purchase order. It will bring you to the edit page for that purchase order and you will see all the exisiting items. Also, any items with a quantity entered as 0 will not be on the purchase order.

If you want to upload a csv file, click the "Upload File" button on the bottom of the popup. You will then see the popup to choose the file you want to upload. Make sure the file you are uploading follows the format of the sample upload exactly. To view the sample click the blue text that says "Click Here for Sample". This will download a csv file. The csv file will contain all the items that correspond to the selected vendor and location combination. It will also contain the "CURRENT ORDER" amount for any items that were already set to be ordered on the existing pending purchase order. If no items for the vendor location combination exist already, then the csv file will not contain any items. Anything edited in the uploaded csv file will reflect in the corresponding purchase order so be careful not to change any of the fields besides the "MINIMUM", "MAXIMUM", "ORDER BY", and "CURRENT ORDER" columns. Any item with a "CURRENT ORDER" of 0 will not be added to the purchase order. Once you have your file exactly as you want the purchase order, upload the file and then click the blue "Create Purchase Order" button. Remember, the uploaded file will overwrite the existing pending purchase order for the vendor location combination if one already exists. Otherwise, a new purchase order will be created from the csv file. Please wait a few minutes while the purchase order is being created or updated then refresh the page. Your purchase order has now either been updated or created. The pending purchase order will reflect exactly what was in the uploaded file. Keep in mind that the vendor and location specified at the top of the csv file is what will be used to create the purchase order. If you do not choose a file to upload, but still click the "Create Purchase Order" button, then you will be taken to the edit purchase order window and a new purchase order will be created if a pending one does not already exist.

In the csv file, what are the "CURRENT ORDER" and "SUGGESTED ORDER" columns for?

In your downloaded purchase order csv file, the column "CURRENT ORDER" will be the amount that will show on the purchase order when you upload the file. When it is downloaded, the column will show the amount that is already on the existing pending purchase order for each item. If the item is not on the existing pending purchase order or a pending purchase order does not already exist, then the amount in the "CURRENT ORDER" column will be zero. When the file is uploaded, any items with a "CURRENT ORDER" value of zero will not be on the purchase order.
The "SUGGESTED ORDER" column is the suggested amount to order based on that item's maximum, minimum, and order by values. This value will be the same value as the "CURRENT ORDER" column when the file is first downloaded.

How do I edit a purchase order?

To edit a purchase order, navigate to the purchase order that you want to edit. Then click the "Edit" button on the right side of the page that corresponds to the correct purchase order. You will now see the window to edit the selected purchase order. In this window, you can add items to the purchase order, or edit the amount you want to order. To add items, at the top of the page where it says "Add Item", lookup the item using the name, code, or sku. When looking up the item, make sure to click on the correct popup item. Then, enter the quantity you want ordered and click the blue "Add to Purchase Order" button. The item will now display on the purchase order. To edit the amount of an item you want to order, under the column "Quantity to be Ordered" double click the box that corresponds to the amount you want to change. Enter the correct amount and it will now be updated. If you change the order amount to a value of 0, then the item will be taken off the purchase order. If you want to add or edit comments for the purchase order, enter the comments in the bottom of the page in the box that says "Purchase Order Comments". Once the editing is complete, click the blue "Save Purchase Order" button on the bottom of the page. The order has now been updated.

How do I view a single purchase order?

First, navigate to the purchase order that you want to view. To view the pdf of a single purchase order click the "Download Document" button on the right side of the page that corresponds to the purchase order you want to view. You will then be redirected to the purchase order.

How do I delete a purchase order?

Purchase orders can not be deleted. However, you can cancel the purchase order but clicking the "Cancel" button that corresponds to the purchase order you want to cancel. Only pending purchase orders can be canceled.

How do I send a purchase order to a vendor?

First, navigate to the purchase order that you want to send. Only pending purchase orders can be sent to the vendor. Then, click the "Send to Vendor" button on the right side of the page that corresponds to the purchase order you want to send. Verify that the email of the vendor is correct and enter in another email if you want the purchase order to be sent there also. Then, click the blue button that says "Send". The purchase order has now been sent to the vendor.

How do I receive a purchase order?

Only sent purchase orders can be recieved. If a purchase order does not have a "Sent" status, you must first send the purchase order before you can receive the items. First, navigate to the purchase order that you want to recieve. To receive a purchase order, click the "Mark Received" button on the right side of the page that corresponds to the correct purchase order. You will now see the window to receive the selected purchase order. In this window, you can only change the value under the column "Quantity Received". If you have received the full amount of all the items, no changes need to be made. If you did not receive the full amount, double click the box that corresponds to the amount you want to change and enter the correct amount you received. A new pending purchase order will be automatically created with the remaining amount left over for all the items that were not fully received. Then click the blue "Receive Purchase Order" at the bottom of the page. The items have now been received and added to the stock. If the vendor has a connected location, then the stock has been decreased at that location. Keep in mind that each purchase order can only be received once.

How do I add items to an existing purchase order?

Items can only be added to a purchase order that is pending and the items must be tracked already. There are multiple ways to add items to an existing pending purchase order.
1. You can edit purchase order and add an item in the edit window.
2. You can create a purchase order manually and any items you create will be added if the pending purchase order already exists.
3. You can upload a csv file that includes all the items you want on the purchase order.

How do I delete items from a purchase order?

Items can only be deleted from a pending purchase order. There are two ways to delete an item from the purchase order.
1. Navigate to the edit purchase order and change the "Quantity to be Ordered" value to zero and then save the purchase order.
2. Upload a new csv file without the item in the file, or change the "CURRENT ORDER" value to zero and upload the file.

What does purchase order status mean?

A "Pending" status means a purchase order has not been sent to the vendor yet and can still be edited or canceled. However, it can not be received.
A "Sent" status means a purchase order has been sent to the vendor but the items have not yet been received. The purchase order can now be received, but it can no longer be edited or canceled.
A "Received" status means all the items on a purchase order have been completely received. A received purchase order can no longer be edited, sent to the vendor, canceled, or receieved.
A "Partial" status means the full amount on the purchase order was not receive. A partial purchase order can no longer be edited, sent to the vendor, canceled, or receieved.
A "Canceled" status means the purchase order was canceled before it was sent to the vendor. No other actions can be taken on a canceled purchase order.

What are the red lines on my purchase order?

The red lines will show up if the full amount of an order was not received. The red dashed line will cross out the original ordered amount and below it will be the amount that was actually received.