Advance Inventory Management (Purchase Order) V4

KaHero POS offers a comprehensive inventory management system that allows you to create purchase orders for your suppliers and easily monitor and manage them in one place.

You can access KaHero POS's advanced inventory management in the Back Office.

2. Click Add Purchase Order in the left corner of the screen under Inventory. A pop-up window will appear, allowing you to create a new purchase order.

3. In the Details tab of the Add Purchase Order pop-up window, you can enter the necessary purchase order information, such as....

A. Supplier
B. Warehouse
C. Order Date
D. Expected Date
Under Order Items
E. Select Items
F. Stock
G. Quantity
H. Cost
I. Total

Click SAVE PURCHASE ORDER.

💡 Note: If your supplier does not appear under Supplier Name, your franchise account must first be linked to your supplier’s account. Please ask your supplier to add your franchise to their account to establish the connection.

4. In the Items tab of the Add Purchase Order pop-up window, you can select the products you wish to order, specify the quantities, and review the item details before proceeding with your purchase order.

5. Once you have finished adding the items to your purchase order, they will appear in the list below for your review.

6. In the Items table, you can view the following details for each item:

A. Item Name - name of your item.
B. Stock - total stocks of your item.
C. Quantity - click on the number under the Quantity column to edit the quantity you would like to order.
D. Purchase Cost - click on the number under the Purchase Cost column to edit the cost of the item you will be ordering.
E. Total - total amount of your stock (Quantity x Purchase Cost).
F. Delete button - delete the item on the list.

7. If done, click Save.
8. After clicking Save, you will be redirected back to Purchase Order List page.
9. You will then see your newly added purchase order on the list.

💡 Note: The Document Status will initially appear as Draft. Click the Eye icon to view the purchase order details and update its status as needed.

10. Click Submit to finalize your purchase order submission. Once submitted, the Document Status will automatically change from Draft to Submitted.

😍Great! You've just learned how to create your purchase order.

Receiving Purchase Orders

You can mark the ordered stocks/items as Received from either the Franchisee or Supplier account.

Franchisee Side

1. Click the RECEIVED button to mark your purchase order as Received. A pop-up window will appear, allowing you to confirm the receipt of the ordered items.

2. Under Item Received, you will input the following:

A. To Received - input the number of items you have received from your supplier, or you can click Mark All Received if you received all your orders.
B. Expiration Date - input the expiration date of the received orders/stocks.

C. Click received all and confirm. The purchase order status will automatically be updated from pending to submitted and closed.

Supplier Side

2. Inside the Franchisee PO tab, you can..

A. Purchase Order # - The unique reference number assigned to the purchase order.
B. Franchisee Email - The email address of the franchisee who created the purchase order.
C. Supplier Name - The name of the supplier associated with the purchase order.
D. Date & Time - The date and time the purchase order was created.
E. Total - The total amount of the purchase order.
F. Warehouse - The warehouse associated with the purchase order.
The expected delivery date of the order. - The expected delivery date of the order.

3. Select the Purchase Order you want to mark as Submit and Received. Click the 3 dots and View to open the purchase order details.

💡Notice that the status of the purchase order is Pending.

4. After clicking the VIEW option, you will be directed to the Purchase Order Details page. Review the details, then click Submit to proceed.

5. Once the purchase order is ready to receive, click the received button in the upper corner and the pop up window will upper.

6. Click Receive All to mark all items as received, or manually enter the actual quantity received for each item. You may also input the Expiry Date for items that have an expiration date.

👏🏻Yay! You've just received your stock orders.

Sending Purchase Orders

Let's Get Started:

1. To notify the supplier about the purchase order, simply click SEND EMAIL. The supplier will receive an email notification regarding the order.

2. Under Send Email Purchase Order pop-up window, you can...

• Company Name - input your company/business name.
• To - input the supplier you would like to address your purchase order.
• Subject - input the subject of your purchase order.

3. Once done, click Send Email.
4. An email of your order will be sent to your supplier.

🤩Nice! You've just sent your purchase orders.

Generating PDF for Purchase Orders

Let's Get Started:

1. On the same Purchase Order page, click GENERATE PDF to generate a PDF copy of your purchase order.

2. You will be directed to the PDF preview of your Purchase Order. Click SAVE to save the generated PDF file. If you wish to have a physical copy, you may also print the PDF file.

🥳Hooray! You've just learned how to purchase, receive, send, and generate pdf of your orders.