Inventory Planner allows you to create purchase orders for your suppliers based on replenishment suggestions. If you use an inventory management solution (Tradegecko or Ordoro), Inventory Planner also synchronizes purchase orders with those platforms.
A typical purchase order workflow includes the following actions:
- Create new purchase order from Replenishment or from Purchase order list, add items to it and Save.
- Optionally Save purchase order in your inventory management system (if available). If you save to an IMS, you will receive and edit the PO there and not in Inventory Planner.
- Download or Email the purchase order to your supplier.
- Receive items (fully or partially) as they arrive.
- Close the purchase order when you are done with it.
All changes in purchase order update on order quantities and replenishment suggestions for corresponding variants.
Integration with a Sales Platform
If you use a system that does not provide full-featured purchase orders (for example, Shopify, BigCommerce, or Magento), you can optionally increase stock after receiving items in Inventory Planner.
Integration with inventory management
Inventory Planner closely integrates with purchase order functionality in inventory management systems (TradeGecko, Ordoro, and Vend) when available. After creating a purchase order in Inventory Planner, you can optionally Save it in the inventory management system by selecting the button at the bottom.
Any further updates to the purchase order (including receiving items) should be done in the inventory management system. Purchase order information in Inventory Planner will update to reflect changes in the IMS following the next sync.
Purchase order list
Here you can view your purchase order, filter by status or product name and create a new one from scratch. (Purchase Orders can also be created from the Replenishment screen.) You can view purchase order details by clicking on purchase order title number/title.
To customize information showing on the dashboard, click the gear icon in the upper right corner to enable or disable columns.
Global Settings for Purchase Orders
Go to Account (lower right corner) > Settings > Purchase Orders to change the following settings:
- Purchase order counter - where numbering of POs will begin
- Set shop name and upload logo
- Enable or disable the following fields on the PO PDF: product images, using the variant title as the title for the line item, SKU, vendor reference (vendor SKU), barcode, cost price, and expected date
- Connect to an accounting platform to sync purchase orders
- Add custom fields to your purchase order
These settings will then apply to all purchase orders in your system (the counter will be sequential and continue with each new PO).
Billing and Shipping Address
To set the billing and shipping address for each warehouse, go to Account (lower right corner) > Settings > Warehouses. There click on Settings for one warehouse.
There you can enter billing and shipping addresses.
Once you enter this information, it is stored in Inventory Planner so you will not need to enter that each time you create a Purchase Order.
Create purchase order from Replenishment
You can create a new purchase order directly from Replenishment. Once you have reviewed Inventory Planner replenishment suggestions, filter or select several variants in Replenishment view.
and create a new purchase order for them.
If the selected items are sourced by different vendors, you can create multiple purchase orders for different vendors at once. You can select the items, then click the dropdown next to the 'New Purchase Order for X Variants' button to see additional options.
Select 'Create Purchase Orders for Multiple Vendors';
You will be promoted to choose the destination warehouse;
Then you can create the Purchase Orders. They will automatically be set to 'Draft' status, which does not impact the 'On Order' quantity in Replenishment. Once these Purchase Orders are shifted to 'Open' status they will be considered on order.
Individual PO settings
Enable metrics and fields
To customize fields for individual purchase orders, click on the gear icon to enable and rearrange columns.
Click on Settings in the upper right corner of the purchase order to change or include the following information:
- PO number
- PO status
- Expected arrival date and date the PO was created
- Notes for the PO (these will be visible to the vendor)
- Vendor information including vendor name, payment terms, currency to be used for ordering, payment date
- Units of measurement (UOM) including enabling to round up or down, or disabling UOM
- Minimum order quantity (MOQ) including MOQ based on the variant count, the product count, or the number of units on the purchase order.
- In the case of a Combined Warehouse, you can configure the Destination warehouse (physical location) vs. the Replenishment warehouse (used for replenishment quantity, stock, sales and other metrics).
Edit purchase order
Confirm that the ‘To Warehouse’ field is correctly set to match the destination of your ordered inventory.
If you started your purchase order from the Replenishment screen viewing a combined warehouse, you will need to choose a destination warehouse where the inventory will arrive.
This can be different than the ‘Replenishment warehouse’ which is used for calculating replenishment recommendations. Click ‘Settings’ to review the ‘To Warehouse’ and ‘Replenishment from’ warehouse.
If all variants on your purchase order are associated to the same vendor, then the ‘From Vendor’ field will automatically populate. Otherwise you will need to select a vendor.
The data for your vendor is saved and filled automatically if available. You can view this by clicking on ‘Settings’ in the upper right corner of the purchase order.
The expected date for your inventory arrival is automatically set as the PO creation date + the lead time. You can update this date as needed. Maintaining an accurate expected date improves the accuracy of replenishment recommendations. For example, using the ‘sells out in first’ metric in Replenishment can alert you to a forecasted stockout that might occur before your next inventory shipment arrives.
Adding Line Items
If you need to add additional variants to your purchase order, there are several options to do so.
Add existing variants by searching using the name, SKU, ASIN or other identifying information.
Add either all replenishable variants or variants with non-zero replenishment amounts.
To add all replenishable variants, be sure that all vendor - variant associations are set correctly.
Variants with non-zero replenishment will include any associated variants with at least “1” indicated on the Replenish column viewed on the Replenishment page.
Add a non-existing variant when a variant does not already exist in Inventory Planner.
Note that adding a non-existing variant will not create a variant on your connected platform. It is best to create the variant on your connected platform, then run a ‘Variant Sync’ in Inventory Planner to populate the new information. Also note that if you add a non-existing variant then later create a variant on your connected platform, the two will not sync information in Inventory Planner.
Change quantities to order
Editing quantities to order on the purchase order can be done manually or using vendor-associated parameters.
Manually change the quantity by editing the Ordered field. After a change, you will see an alert and detail (using hover) about the update.
Parameters such as Minimum Order Quantity (MOQ) and Units of Measure (UOM) can be used to update ordered quantities to align with ordering constraints from your supplier. Click here to learn more about setting up MOQ and UOM.
Scale to Budget
This feature is used when you need to match a purchase order (currency) value as closely as possible to your set budget.
This will scale the units to be ordered either up or down to be as close as possible to the defined budget. Units to be ordered will change in proportion to the original amounts set on the PO. For example, if SKU A originally needed 5 units ordered, then the budget on the PO is doubled, SKU A will now show 10 units to order.
Scale to Total Quantity
This feature scales units on your PO up or down to match as closely as possible to the target number of units to order on the PO. The result may not match the target exactly because units will be scaled in proportion to the original amounts entered on the PO.
To update information like product name, cost, vendor reference or other fields, click 'Reload variants' under 'Action's while in edit mode of your purchase order.
Bulk Set Ordered for all line items
If you need to set the quantity for all items on your purchase order to the same quantity, use this function to override default ordered quantities. Enter the quantity to order for each vendor
Then all variants' ordered quantities will be set to that amount.
Send a Purchase Order to Vendor
You can email a PO directly from Inventory Planner, or you can download it to send directly from your email inbox.
To email a PO directly from Inventory Planner, click ‘Email’ when viewing the saved PO detail.
From there you can chose the PO format to send to the vendor (CSV or PDF), customize the email subject line, include a message, use a message template, or attach other documents.
Vendor email(s) will populate based on information saved in the Vendor section of Inventory Planner.
Download your saved PO by clicking ‘More’ and choosing the format needed.
Receiving Inventory on a Purchase Order
Upon receiving a shipment from your vendor, you will need to receive the items on the purchase order.
If you are connected to an inventory management system, orders can be pushed from Inventory Planner to your IMS - allowing you to receive orders directly through there. Your IMS will adjust your stock, and Inventory Planner will update the stock quantity upon the next sync.
For sales platform integrations, you must receive items and close purchase orders so that variants listed will no longer be considered on order. The same methods for receiving purchase orders described here also apply to warehouse transfers.
Edit PO Status
The status of your PO will automatically change from Open to Closed or Partially Received when you receive inventory. If you need to make other changes to the PO status, first view the PO detail. Then click on ‘More’ and select the new status.
While in PO Edit mode, update the status by clicking on Settings in the upper right corner.
Print Product Labels
Labeling products sent to Amazon is required so that your products can be tracked throughout the receiving and fulfillment process.
As part of Amazon’s shipment creation process, you can save time and money by creating and printing labels directly from Inventory Planner.
In order to print or customize your labels, click Labels at the top of the purchase order detail screen.
You can print labels for either individual products or cartons.
From there, you can specify how many labels you'd like printed for each SKU or carton manually by changing the value in the ‘# Labels’ field.
You can also populate values in this field by selecting ‘Set label quantities’ from ordered, received, or clear all values.
Import a Purchase Order
To import a purchase order or transfer from a spreadsheet:
- Your spreadsheet for upload needs to contain the following information including column names:
- An identifier to match products: SKU, title, ID, vendor reference, or barcode. (Required)
- Quantity ordered (required)
- Vendor name (optional)
- Received quantity if the ordered products have already arrived and added to inventory (optional)
- PO created date (optional)
- PO arrival date (optional)
- Cost price (optional)
- Landing cost price (optional)
- PO number to differentiate purchase orders. If not provided then POs are distinguished by arrival date. (Optional)
- Date format such as yyyy-mm-dd (optional)
2. Go to the Purchase Order section from the left side menu.
3. At the bottom of the screen, click Actions > Import Purchase Order.
4. Attach your saved spreadsheet by clicking on Select File and locating your document.
5. Inventory Planner will match columns with your column names when possible. For other columns of information, you will need to select the correct column title to match the information type for import.
If you are importing a transfer, select the 'Orders Type' field to indicate that the import is a transfer rather than a PO.
When you select 'Transfer' there will be additional fields to select either a Source Warehouse or to indicate a Source Warehouse column on your import spreadsheet. You only need to use one of these two source warehouse fields on the import dialog.
6. When all column names have been matched to their information field, click Upload at the bottom of the screen.