Overview


In some instances, creating a Purchase Order for products that do not have a corresponding Prebook may be needed.

Situations where Stand Alone Purchase Orders may be needed: 


  • Users need to purchase extra product for their open market sales.
  • Users need to fulfill an order that had shipping issues or quality control problems.
  • Users need to purchase the product for internal production (e.g.: bouquet operations).

Common Actions 


Creating Standalone PO's

Click on the Purchase Order>Add PO

 Click on the Standalone PO link.

 Enter the Vendor name. (Remember that after the first three characters the system will display any matching vendors.)

 Enter the Customer Name (optional). This will link the purchase order to a customer account.

 Select the Vendor Ship Date and select the Arrival Date, and inbound Carrier, if it applies. 

Add special instructions or comments to the order. (optional)

 Click on the green "Save" button.




Information

The system allows you to confirm the PO once created. For doing that, click on the Save & Confirm gray button and the PO will have a Confirmed by Vendor (CF) status.

Adding Items to the Purchase Order

Adding Products to a PO Standalone


Enter the product name.

 Enter the number of boxes.

 Select the box type.

Enter the unit type. This will be used to calculate the total dollar amount. 

Enter the number of bunches, Stems/Bunch and Cost (the cost is applied to the unit type).

Bunch: The system will calculate the total with Boxes x Bunches x Cost.

Stem: The system will calculate the total with Boxes x Bunches x Stems/Bunch x Cost.

Click on Save. The item will be added to the bottom of the grid.

 Repeat the steps for each item that you want to add to the Purchase Order.


How to Add a Product with Breakdown

Enter the product name. To search for product a user can use any combination of the product name. Examples:

  • "ros whit 60" will search for all 60 cm white roses.
  • "cdn green" will search for all green cdn.
  • "red select carn" will search for all red select carnations.
  • "akito" will search for all akito varieties.
  • Add the product breakdown by clicking on the Specify Breakdown link under the product name.

Enter the number of boxes.

 Select the box type.

Enter the unit type. This will be used to calculate the total dollar amount.

  • Bunch: The system will calculate the total with Boxes x Bunches x Price.
  • Stem: The system will calculate the total with Boxes x Bunches x Stems/Bunch x Price.

 Enter the number of bunches, Stems/Bunch and Cost (is applied to the unit type).

 Click on Save. The item will be added to the bottom of the grid.

 Repeat the steps for each item that you want to add to the Purchase Order.


The system allows users to set a Default Unit Type per product on their Komet product list. When users add that product to a Prebook or Purchase Order the system will automatically display the Unit Type already configured. To set this option for each product refer to Default Unit Type for Products.

How to Edit Standalone Purchase Orders?

The system allows you to edit an existing PO Standalone provided that it has not been shipped by the vendor yet. To edit a PO standalone already created, follow the next instructions:

Go to Purchase Orders>>PO Summary, using the available filters, search for the PO standalone and click on Edit in the Actions column.

 Since the PO is Standalone, the system will open the Standalone Purchasing Mode window, from this window you will be able to edit the information in the PO. For editing the quantities and the cost, use the scroll arrows and then click on Save.

If you want to edit specify information of a product line, go to the Actions column and click on Edit, the system will charge the product line information. Make the changes and click on Add. The product line will be replaced with the new information.

Adding UPC Information to Product Lines

While creating a Standalone Purchase Order, there is additional information you may add:

Add UPC information: this information must be added during the creation of a product line in boxes. For adding the UPC information is necessary to enter a customer in the PO.

Click on Add UPC information link.

 Once you click on the link, the UPC window will open, enter the UPC number and the pull date if necessary, then click on Save.

A confirmation pop-up will appear at the lower right of the screen. Once you click on Add, the UPC information will be seen by hovering the mouse over the UPC icon on the product line. 


Additional Information

Notice there is additional information you can add while adding a product line:

Specify Breakdown: This option allows to specify the content of mixed boxes.

Add UPC information: See above.

Add mark code: allows to add mark codes in a product line which will be printed on the labels.

Add notes: allows to add notes in a product line.

Custom fields: allows to select the Cut point, sleeve and characteristics of the product line.

Add Vendor Availability Items: see below.

Deleting Items from Prebooks and POs
  • The system allows you to delete a line item from a Prebook that has been added to a Purchase Order as long as the PO is not approved or confirmed by farm, in other words, the PO status cannot be "A" or "CF".
  • If the line item is removed from the Prebook and the PO status is "PA" (Pending Approval), the line item will be removed from the PO as well and the system will return the item to the Vendor Availability.
  • If the PO is cancelled or deleted in the PO Summary or Confirm PO tabs, the system will return the line item to the Vendor Availability.

Arrival date on Standalone POs

Note: In POs Standalone is the date when the PO's products are expected to arrive to the warehouse from the vendor.

Don't Open

When the Automatically Move Open Market boxes to Inventory in Units setting has been enabled, you will be able to restrict certain boxes from being opened once they arrive to the Staging Area. To this, check the option Don't Open:


(lightbulb) Roles enabled to perform this action: Admin, Sales Manager, Procurement Manager, Procurement User.