In Zenoti, you can find an order with one search criterion or multiple search criteria. This allows you to narrow down your search results and find orders easily.
Navigate to Inventory > Procurement > Orders.
The Manage Purchase Orders & Transfers page appears.
Select a report.
Choose how you want the orders to be listed. You can choose one of the following options:
List of Orders - All orders
List of Orders by Partials - Orders on which partial deliveries are received.
Note
This option is only available for purchase orders and transfer orders.
List of Orders by Products - Orders by product type (retail or consumable) and product category & subcategory.
Note
This option is very useful if you are a retail-heavy business and you want to view orders based on products.
Based on the type of listing you choose, the number of drop-down lists may vary.
Order Type
Select the type of order you are looking for. You can be looking for one of the following:
All Orders - Orders of all types: purchase, transfer, and return
Purchase Orders - Purchase orders of your center
Note
When you select this option, the vendors drop-down list appears. You can view the list of purchase orders by a specific vendor.
Return Purchase Orders - Return orders from your center
Transfer to Center - Transfers made to your center
Note
In this case, your center is the receiving center.
Transfer from Center - Transfers made from your center
Note
In this case, your center is the transferring center.
Status
Select your order status. If you are not sure of the order status, or you want to view orders of all statuses, select All Statuses.
Created - Created and saved as a draft
Raised - Raised but not sent to the vendor
Updated - Received partial delivery on a purchase order or transfer order, but not marked as partially delivered
In Transit - Dispatched a transfer order to the receiving center
Partially Delivered - Received a partial delivery on a purchase order or transfer order and marked it as partially delivered
Delivered - Received a full delivery on a purchase order or a transfer order.
Note
Purchase orders that are partially received and closed, will also have the status as Delivered.
Duration
Select the duration in which your order or invoice was created in Zenoti.
For example, select if the order was created in the last 1 month, 2 months, 3 months, or 6 months. You can also select Custom to pick a date range.
Click Refresh.
The search results are displayed based on the search criteria.
(Optional) Use the Search box to look for a specific order with the Ref# (order number) or any note in it.
In the Ref# column, click the desired reference number or order number.
The order is opened.
While you are setting up your inventory in Zenoti, you need to raise purchase orders and receive deliveries to get the stock quantities and values. For a retail-heavy business, it can be time-consuming to create-raise-receive orders for all the products.
Zenoti Import Orders is the option for this tedious activity. It allows you to import an Excel (.xls) or CSV file with the vendor code, product code, and the product quantities (retail and professional supply) - the pricing details are picked from Zenoti, if your Admin has defined them. Based on these details, Zenoti generates a purchase order for the vendor and products entered in the import file.
Note
Similar to creating an order, while importing a purchase order, you can enter only ONE vendor but have multiple products that are procured from this vendor.
Click the Inventory icon.
Navigate to Procurement > Orders.
From the I want to…. drop-down list, select Import Order.
The Import Order page appears.
Select Import from the drop-down list.
The Upload button appears.
Select the file from your local drive and upload it. You can upload a file upto 3MB.
Note
Ensure that you have the rights to upload the file in Zenoti.
Click Load.
Zenoti verifies the details like the vendor and product codes, product type, and vendor-product association, and product availability at the center. If there are no errors, the file is uploaded. However, if there’s an error, it is displayed.
Note
Click Clear to remove the uploaded file and upload another file.
Click the Import button.
The order details are imported and an order is created.
The Notes field has a note saying that the order is generated using import.
Verify the details. You can also add more products to the order.
Click the Save & Raise button to raise the order.
The order is raised.
You can enter the order details in an Excel or CSV file. Its format is as follows,
Vendor Code: The code defined for the vendor.
Product Code: The code defined for the product.
RetailQty: The product quantity procured from a vendor for retail.
ConsumableQty: The product quantity procured from a vendor for professional supply.
Use only the Zenoti-supported versions of Excel, from 97 to 2007.
Enter only ONE VendorCode in the file. The file will not upload if there multiple vendor codes. This is to simulate the way an order is created in the system.
Do not enter any value (not even 0) in RetailQty or ConsumableQty in case the product is of either type, but not both. For example, if you have a product, let’s say Hair Shampoo, which is only a professional supply (not retail), you will enter a quantity in the ConsumableQty column, but not in the RetailQty column. You cannot enter even zero in this case.
Format the VendorCode and ProductCode columns as Text to avoid long codes being incorrectly treated by Excel and in turn Zenoti generating an error message for invalid entries.
For example, if a ProductCode is 111100000072, Excel might treat it like 1.111E+11. Refer to the Microsoft article for the same.
Do not have any spaces or special characters in the code or quantity columns.
Add products
Add all the products for which you need to import an order. For each product, define details like code, name, type (retail or professional supply), units, unit price, sale price, tax, and other details.
Add vendors
Add all the vendors and define the vendor code, which will be used while entering order details in the import file.
Associate the products to at least one vendor.
Activate the product for the desired center(s).
You can edit a purchase order irrespective of the status it has, but the details that you can edit differ based on the status of a purchase order.
However, you can add or delete products from a purchase order only when the status is Created.
Go to Inventory > Procurement > Orders.
The Manage Procurement page opens.
Perform one of the following:
If you have a Reference Number: In the search field, enter the reference number and click Search.
If you do not have a Reference Number: Select appropriate Filters and click Refresh.
The page shows an order or list of orders.
In the Ref# column, click the desired reference number.
The Edit Order page opens with details of the order such as Product Code, Product Name, Unit Price, and quantity of product ordered.
Based on the status of the order, you can update only some of the fields as follows:
Created Status: In this status, you can add more products and edit the fields such as Retail and Consumable Qty, MRP, Unit Price, Discount, Notes, and Shipping & Handling charges.
Raised or Updated Status: In this status, you can edit the details such as MRP, Retail Received, Consumable Received, Discount, Tax, and Shipping & Handling charges.
Partially Delivered: In this status, you can edit the details such as Unit Price, Retail Received, Consumable Received, Tax, and Shipping & Handling charges.
Delivered: In this status, you can edit the details such as Unit Price, Retail Received, Consumable Received, Tax, and Shipping & Handling charges.
Note
Generally, inventory managers and center managers have permission to edit or save a purchase order.
Based on the permissions you have, you can delete purchase orders that you've raised accidentally or if they are no longer required. You can delete a purchase that is in created or updated status.
Important
You cannot delete a purchase order that you've already raised or on which you've already accepted deliveries (partial delivery and full delivery), as it impacts the stock level of the products that you've procured which results in discrepancies during audits.
For such orders, Zenoti recommends that you create a return order.
Locate the order that is either in Created or Updated status.
Click the Ref# number of the purchase order you want to delete.
The Purchase Order page appears.
Click Delete Order.
The order is deleted permanently from Zenoti and you cannot track its history.
Important
Even though you have the permission to delete purchase orders, you might not see the Delete Order button, this could be because your business has either enabled the Financial Lock or the (90 days) Edit Lock.
You can print a purchase order in any status such as Created, Submitted, Updated, Partially Delivered, or Delivered. In Partially Delivered and Delivered statuses, you can print either the list of received partial shipments along with the products you are waiting to receive or you can just print the list of partial shipments.
Click Print.
The following happens based on the status a purchase order has:
Created/Submitted/Updated status: The Print setup page appears from where you can print your purchase order.
Partially Delivered/Delivered status: The Print Order window appears.
To print the list of partially received shipments along with the products you are waiting to receive, select Print - Details of products to be received.
To print the list of partially received shipments, select Print Full View - Details of products received .
You can also download the purchase order in XLS/XLSX format.
If you are a retail-heavy business, you have hundreds of products in your inventory, purchased from various vendors. Creating purchase order for each vendor is time-consuming.
With Zenoti Copy option for purchase orders, it is possible to copy purchase details from one order to another.
Locate the order you want to copy.
Click the Ref# of the order to open it.
The order is displayed.
Click Copy to Purchase.
The Copy To Purchase dialog box opens.
Select the vendor you want to order from.
Note
After you select a vendor in the pop-up, you cannot change it later.
Click OK.
A purchase order is created with the same order details. You can edit the details and add or remove products from the order. However, you cannot change the vendor that you have selected in step 4.
Note
If your order contains products that were discontinued after you created the order, a prompt seeks your confirmation to remove these products before you save and raise the order. You can also manually remove the products.
Products that are in the original purchase order appear in the copied purchase order only when products are mapped to the vendor.
After you have copied an order, you must raise it. You can also email it to the vendor from Zenoti.
You can copy the list of products available on a purchase order to a transfer order for two reasons:
Your vendor needs more time to deliver the products and one of the centers under your organization has the products in stock. You can raise a transfer order to this center and refill the stock.
Your center is the warehouse for other centers and you need to transfer the products. You purchase the products from the vendor for all centers and transfer them to the other centers.
Note
In case of the franchisee model, your center must be acting as a vendor and the franchisees must procure products from your center. In this case, the centers must use a purchase order. You can copy the purchase order to another purchase order.
Example: Let’s say that your center acts as a vendor and you supply the stock to other centers under your organization. You procure 100 Green Tea Face Scrubs through a purchase order and you must transfer half of the quantity to a center in Westbury.
Since you must transfer the same product, instead of entering it manually, you can simply copy the product details from this purchase order to a transfer order.
Go to Inventory > Procurement > Orders.
The Manage Purchase Orders & Transfers page appears.
Click the Ref# number of the purchase order you want to open. The Purchase Order page appears.
Click Copy To Transfer.
The Copy To Transfer window appears.
Select one of the two options:
Transfer From: Receive product from another center
Transfer To: Transfer products from your center
Note
The center you select on Copy To Transfer window cannot be changed later.
Select the center name.
Note
If you do not see the desired center name in the list.
Click OK.
The Edit a Transfer Order page appears.
Products that are available in the original purchase order appear in the new transfer order only when:
Products are mapped to the vendor in the receiving center
Products are associated with the receiving center
(Optional) Edit the product details. You also add or remove products.
(Optional) Complete the fields such as Shipping and Handling charges, Invoice#, and Shipment details.
(Optional) Click Save to save the order and edit it later.
Click Save & Raise.
The transfer order is raised. You must email it to vendor.