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Purchase Order: Place an order to your supplier
Purchase Order: Place an order to your supplier

In this article, you will learn how to create your first Purchase order on retraced!

Updated over 3 weeks ago

How do I Choose the default template for Order Tracing?

A preferred template can be chosen by clicking on the 'Preferences' button on the right corner of the window and choosing the optimal option.

When you click on order tracking, you can use the capability to choose a predefined template and create a new purchase order by following the instructions listed below.

It is possible to add Purchase Order two ways on the platform:

Through Tracing Map and Through Purchase Order tab

Method 1 - Through the tracing tab

When you receive a sales order, you can easily also place an order while on the Tracing Tab of a Sales Order by clicking on '+'

Method 2 - Through the Purchase Order tab

You can place orders directly with your suppliers by creating Purchasing orders (POs) either 1by1 or in bulk.

1by1

In Bulk

  1. Under the "Purchase Orders" tab, select the option "Import Data."

  2. Download the Excel template and fill in the (mandatory) data fields in the "Purchase Order Upload" sheet for the purchase orders that need to be created in bulk.

  3. Upload Purchase Order: Upload the completed Excel file by either dragging it into the designated field or clicking "Select file."

  4. Sheet Selection: Choose the sheet in the Excel file that should be imported and proceed by clicking "Continue."

  5. Header Selection: Click "Continue" again. No action is required from you at this step.

  6. Match Columns: Check if the importer has correctly matched your columns with those in Retraced. If not, manually match them by selecting the appropriate links yourself. Additionally, note that mandatory columns are listed at the bottom and will appear green when matched correctly. Finally, proceed by clicking "Confirm."

  7. Review Entries: The importer checks for any potential errors in your Excel file and highlights them during this step. If errors are found, correct them. The import can only be completed once these errors are resolved. To finalize, click "Complete Import."

For Method 1 and Method 2 (1by1):

Once you choose your method, you can take the following steps to place the Purchase Order:

  1. Go to your 'Purchase Order Tab'.

  2. Click on the '+' button.

  3. Fill in the information on the 'Select Supplier' tab. You immediately link a supplier to your purchase order by filling in this section.

    🔎 If you were unable to locate your supplier, you have the option to search a pool of unconnected suppliers by clicking 'Create/Link New'.You can use the 'Create New' option to link the supplier if they are still not available. If there is no user in the account, you will have a banner appear while creating the PO.

  4. The 'Order Details' field must be filled out next. You have to add a PO ID, then add products to the order, Define the Order type, Order date, Delivery date, and Actual Delivery date. Then, add the ordered quantity. Here you can also create a new product if you haven't added it to your Products yet.

  5. The Last step is 'Add required documentation'. In order to Place a purchase order, you must upload at least one document. After you save the information, your Supplier will be notified about the newly created Order via email notification.

    🔔 Here, you can also change your preference template, in case you do not wish to use the main preferences.

Do you prefer to watch a Video tutorial? Click on the video below! ⬇️

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