Prerequisites
You have permission to create purchase orders. Otherwise, reach out to your administrator.
Products are added and made available for your center.
Vendors are added.
Vendor-Product association is done for each product.
At the center level, click Inventory and navigate to Procurement > Orders.
On the Manage Purchase Orders & Transfers page, from the I want to... list, select Add Order.
If you do not see the Add Order option, reach out to your administrator.
On the Create a Purchase Order page, from the Vendor list, select the vendor.
If you do not see a vendor, ensure that the vendor is added in Zenoti. The products available by the vendor load on the screen. If there are many products listed for the vendor, select the Load more option to view more items on the list.
Zenoti dynamically updates the Category and Brand fields based on the selected vendor, displaying only options relevant to the vendor's products.
Search for the products by brand, category, and subcategory. To streamline the search in large inventories, you can sort items by Product Name, Brand, Category, Vendor Part Number, or Product Code.
If you do not see a product, ensure that the product is added to your center and associated with the vendor.
Select the date range.
Select the products. You can bulk-select all the products by selecting the Product Code checkbox.
Enter the quantities to order. You can copy past sales and consumption quantities as order quantities
If the product is not marked as retail and consumable, you will see only one box for quantity.
Click Review Order.
To save the order and raise it later, click Edit Order and from the Review Order menu, select Save as Draft.
Verify the details and click Save & Continue.
Click Save & Raise.
Important
Few businesses, allow only the warehouse or the corporate office to raise orders. In such a case, a center is allowed to only create the order, but not raise it by enabling the following setting:
At the center level, navigate to Configuration icon > Inventory > Prevent center from raising purchase orders.
In the case of a corporate office, a warehouse center purchases products for all the centers in the company. The centers are allowed to only create the orders and the Admin at the org level raises them to the vendor. When the deliveries are received, the warehouse then transfers the products to individual centers.
Enable the Raise_Order setting:
At the organization level, click the Configuration icon.
Navigate to Security > Security Roles.
Select the desired role.
Go to the Permissions tab.
Expand the Inventory Manager.
Select the Raise_Order checkbox.
Enable Prevent center from raising purchase orders setting:
At the center level, click the Configuration icon.
Navigate to Inventory.
Enable the Prevent center from raising purchase orders setting to restrict the center from raising a purchase order.
Click the Inventory icon.
Navigate to Procurement > Orders.
The Manage Procurement page opens.
To raise a specific purchase order, enter its number in the Order No field or enter any text from the notes that may have been entered for the order, and click Search. Otherwise, proceed to Step 4.
Select a report.
In the Order Type drop-down list, select Purchase Orders.
To filter by vendor, use the Vendors drop-down list.
From the All Statuses drop-down list, select Created.
Select the time period of the purchase orders you want to review and raise.
Click Refresh.
A list of purchase orders based on the selected criteria appears.
Click the Ref # of the purchase order you want to raise.
The Purchase Order page opens.
Review the purchase order. If it requires any changes, contact the corresponding center.
Once you have verified the purchase order, click Raise.
The status of the purchase order changes to Raised.
After you have raised a purchase order, you must either email it from Zenoti or print it and send it to your vendor.
Impacts and considerations
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.
Vendors do not appear in the purchase order list when a specific vendor is not added in Zenoti or made available for the center. Reach out to your administrator to add it to your center. Or, your administrator has selected default vendors for your center.
When a product is not added in Zenoti or is deactivated, it becomes unavailable on the list for orders.
If the price field is not visible for products, your role has the Hide Price permission enabled. Please contact your administrator for assistance.
If the vendor for your purchase order has many products on the list, you may not see all of them on the purchase order page. The Load more option adds a few items to the list in one go. Since data is gathered from various sources, adding multiple products to the order is time-consuming. Searching for the product by its name is a convenient option to speed up the process.