PO Training Video

We'll walk you through the basics!

Video Transcript

Welcome to the VMX purchase order training video. In this video, we will show you how to use VMX to order and receive inventory.

To access the orders page, click Orders in the header bar. On the Orders page, you can see four sections:

• Building orders are orders that are still in progress.

• Submitted orders are orders that still need confirmation or are currently on their way.

• Received orders are orders that have been received at your store. Items in these POs will show in your inventory and on your website.

• Closed orders are orders that are ready to be paid.

First, let's create a new PO. Click "+ New Order" and search for the vendor that you're purchasing from. The vendor can be easily switched by clicking the pencil icon next to the vendor name.

To add an item to the PO, click "+ Item" and search for the item. Then you can add the quantity and each cost or total cost. You can also reserve the item for a specific customer or add an item note. To immediately add another item to your PO, click the "Add Again" button.

To add a brand-new item, click the plus icon. Here you can determine the new item's department, full name, variety, color, size, retail price, item type, PLU, and barcode.

You can also add items to a PO using the Import button. Just make sure that VMX has a way to match the item on your spreadsheet to an item in VMX. You can match with PLU, vendor part number, or barcode. Your spreadsheet may also include description, notes, quantity, each cost, each price, color, variety, and department headers. You can also create a new item within the import if needed.

On the top left of the PO page you can use the Other Cost box to input shipping or tagging fees. This will then be applied to the cost of each item on the order. You can also record the estimated arrival date, sales order number, bill date, invoice number, due date, and extra notes. You can toggle the status of the order at any point to Building, Submitted, Confirmed, or Arrived.

You can edit the quantity, unit cost, subtotal cost, part number, note, or retail price for any item on the PO by clicking the corresponding field on the PO item table. To make quick mass changes to your PO items, use the "With Checked" button. Once you have selected the correct items, you have options to add tags, reorder items, load items to the Register page, move items to a different PO, apply or remove a discount, or delete items.

Once your purchase order is complete, you can send it directly to your vendor via the Submit button. An email address can be easily added to the vendor's profile by clicking their name. You can choose which fields from the PO table to include in the email, and you can also add notes for the vendor. Once the order has been submitted, you will find the PO under the Submitted section on the Orders page.

Once the order has arrived and you have verified the quantities and costs, it can be received. There are two ways of receiving items. First, you can click the "Unreceive" button to receive all the checked items on the PO. Or you can use the drop-down on the far right side of each row to receive items individually.

After an order has been matched to an invoice or credit memo and been approved, it is considered a Closed order and cannot be changed.

You should have a good understanding of how to use the VMX order page. You should now be able to build, submit, and receive an order. We hope this video has been helpful and that you feel more confident using VMX to aid you in this process. Thank you for watching and happy ordering!