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2 | Creating & Posting a New Purchase Order using a Blank P.O.

This article covers a step-by-step guide to creating a Purchase Order and Adding Products to it in BackOffice. Although there a number of methods for creating a Purchase Order, the most basic method is to Create a Blank P.O.

This article covers a step-by-step guide to creating a Purchase Order and Adding Products to it in BackOffice. 

Although there a number of methods for creating a Purchase Order, the most basic method is to Create a Blank P.O. and manually add Products to it

Prerequisites 

  • To access and edit Purchase Order Settings, the applicable Operator Privileges will need to be enabled:
    • Operator Maintenance 'Stock Control' Tab
      • Purchasing and Receiving: "Create / Edit Purchase Orders" Flags
      • Purchasing and Receiving: "Post Purchase Orders" Flags

Step-By-Step Guide

  1. Run BackOffice and Log In
  2. From the Stock Control menu, select Purchasing and Receiving
  3. Choose the corresponding Venue from the drop-down selection 
  4. Click on the New Purchase Order button
  5. A Supplier List will appear; select the desired Supplier

  • After selecting a Supplier,  the below screen will be displayed


  • Click on the Blank P.O. button
  • A New Purchase Order tab will open

Adding Product/s

  1. Click on the Add New Item button
  2. The Select Product screen will appear
  3. Highlight the Product to be added, and click on the Select Product button 
  4. Enter the number of Cases or Units to order
  5. The Cost of the purchase can be changed if required; by default it will use the cost of the last purchase
  6. Click on the OK button


  • Repeat steps until all Products to be Ordered have been added

    • If a Product is selected to be added to a PO that has already been added, a message prompt will appear informing the Operator that the Product is already included on the Purchase Order; the message will include the quantity being ordered


    • If OK is selected, the Product Order window will open, allowing the Operator to edit the existing quantity

  • Make any other required changes to the P.O. such as Delivery Instructions, Stock Apply Date, etc.


Stock Apply Date

  • In a FIFO system, the oldest stock is always used first with the newest received stock being last to be used
  • You may have stock with a special cost price you wish to be used during a Price Promotion Period
  • Set  the Stock Apply Date and on that date, this stock received will be set to be the next stock used
  • This helps Profit Percentages to be accurate during a promotion that also gets special pricing from the supplier.
  • Future Date ONLY

Posting the Purchase Order

  1. Click on the Post Purchase Order button
  2. If you want to Print the Purchase Order, click on the Yes button, otherwise click on the No button


  • The status will be "PO Posted and Sent"
    • If the P.O. isn't complete, it can be closed and saved for later changes, in this case, the PO Status would read "PO_Creating"