Purchase order (PO) is a requisition form that you use to procure parts, products, and product kits for your center to sell it from Point of Sale (POS) and on Webstore or use it for professional supply to provide services. In Zenoti, using one purchase order, you can procure products only from one vendor. To procure products from multiple vendors, you must create a separate purchase order for each vendor. 

Zenoti Purchase Orders are designed to capture all the details that are required to request products or product parts from a vendor. You can provide details like products (or product parts), units, the individual quantities for sale and professional supply, pricing, tax and discount, and delivery address. Your vendor may offer you better
on-delivery price and discounts and deliver the order in multiple shipments. When you receive the order from your vendor, you can edit these details and record the shipment or delivery details. 

Lifecycle

Right from creating a form to receiving goods fully, a purchase order goes through various stages in its lifecycle. 

In Zenoti, each phase or stage is indicated by a status of the PO:

  1. Created: Order is created and saved as a draft.
    Note: In this status, you can continue to edit order details, add products that you want to procure, or even remove products.
    Actions

    - Delete the PO, if you do not need it
    - Raise the PO
  2. Raised: Order is raised, but not sent to the vendor
    Actions
    - Email the PO to the vendor from Zenoti directly or take a print of it, scan it and send it to the vendor
    - Receive partial shipments
    - Receive full order
    - Delete the PO
  3. Updated: Order is received partially (received quantities are updated) and saved but not marked as a partial delivery
    Note: The current stock is not affected unless you mark the order as partial or full.
    Actions
    - Mark order as ‘Partially Delivered’
    - Mark order as ‘Full Delivery’ on receiving the entire order
    - Print barcode labels to stick them to the products
    - Delete the PO
  4. Partially Delivered: Order is received partially and marked as partial
    Note: The current stock increases by the received quantity.
    Actions
    - Mark order again as ‘Partially Delivered’ until the final shipment is received
    - Close the order on a partial shipment if the products are out of stock and the vendor wants to adjust the remaining quantity in the future orders
    - Mark order as ‘Full Delivery’ when the final shipment is received
    - View delivery history
    - Print barcode labels to stick them to the products
    - Delete the PO
  5. Delivered: Order is fully received and closed
    Note: The current stock increases by the received quantity.
    Actions
    - Print barcode labels to stick them to the products
    - View delivery history
    - Copy order to another purchase order
    - Copy to a transfer order, if transfer orders are enabled for your center. In case they are not enabled, you can reach out to your Admin.

Purchasing Models

In Zenoti, you have to create a purchase order to start with purchasing products from your vendor. The vendor can be external to the company or a center within the company that is acting as a vendor or a warehouse/corporate office.

  1. External Vendor
    All the centers in your company can procure products from the vendors.
    Note: While creating a purchase order, if you do not see a vendor in the list, contact your Admin to add one at the Org level.
  2. Warehouse/Corporate Office
    A center in your company acts as a warehouse/corporate office that procures products from an external vendor. The remaining centers raise purchase orders to the warehouse. This is required when your company has a franchise model of business. Each franchise procures products from the warehouse using a purchase order that includes tax details.
  3. Both
    Centers can procure few products from the warehouse and other products from the external vendors.

Impact on Stock Level

After a purchase order is received (partially or fully), the quantities in the current stock get updated. 

View Orders History

You can track the orders that your center has placed over a period of time using the Orders History report. 

Return Products

After you have received products from your vendor or warehouse, if there are products that are expired, damaged, or in excess, you can return these products using a purchase order with negative quantities. As soon as you mark the order as delivered, the stock level is reduced by the returned quantity.

In Zenoti, you can also return products using Return Orders.

Purchase products for Webstore 

If your center is allowed to sell products online by your Admin (Admin > Manage Security Roles > Inventory Manager > Online Product Sales ). In Zenoti, you do not need a separate purchase order to procure products for your webstore. When you raise a purchase order for a product and specify the retail quantity, it is the total quantity required at your center. 

Purchase Products Kits

Your vendor supplies few products only as kits. You can purchase product kits using a purchase order just like you purchase individual products.  When you receive a product kit and unbundle it, the stock level of the individual products increase while that of the kit decreases. 

Purchase Order Actions

To procure products from your vendors, you must perform the following actions in the given sequence:

  1. Create a purchase order
  2. Raise the purchase order
  3. Receive product deliveries in full or partial

Important: Be it creating an order, raising it, emailing it to the vendor, updating it, receiving it partially, or receiving it fully, in Zenoti you access the order from a single page by navigating to Inventory > Procurement > Orders > Manage Purchase & Transfer Orders page.

As the purchase order moves from one phase to another phase in its lifecycle, the status and details are updated on the same page.

See Also

Create a Purchase Order

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