JewelTrak Help
All articles

Purchasing

Purchase Orders

Write a PO to a vendor for items you want to order, then receive the items into inventory when they arrive. POs work with the Style Catalog so reordering a known design takes a couple of clicks.

A Purchase Order (PO) is a document you send to a vendor specifying what you want to buy, the agreed prices, and ship-to instructions. When the items arrive, you “receive” the PO and its lines become inventory items, with cost basis and source attribution preserved.

POs work hand-in-hand with the Style Catalog — most of what you reorder is a known style (a previously-stocked design), so you pick the style and the PO line is filled in.

Writing a new PO

  1. Go to Purchase Orders → + New.
  2. Pick the vendor (live search; create inline if new).
  3. Enter the PO Number (your own reference) and any terms (Net 30, etc.).
  4. Add lines:
    • From the Style Catalog (recommended — style number, description, cost auto-fill)
    • As a misc line (one-off purchases, no style)
  5. Set quantity and cost per unit for each line.
  6. Save.

The PO is now in Open status. You can email it to the vendor or print it.

Receiving the PO

When the items arrive:

  1. Open the PO.
  2. Click Receive.
  3. For each line, confirm the received quantity (may be partial — vendor short-shipped or you got a partial shipment).
  4. For each received item, the system creates an inventory record with:
    • Style attribution (auto-linked to the Style Catalog entry)
    • Cost basis (from the PO line)
    • Source = this PO (audit trail back to the order)
  5. Save. The PO updates to Partially Received or Received depending on whether all lines are complete.

The newly-received inventory items appear immediately in the relevant inventory list (Jewelry, Stones, etc.) and can be priced, tagged, and sold.

PO Order Type and is_manufacturer

Two flags on the PO header:

  • Order Type — Standard, Memo Out (consigned to vendor for finishing/repair), Special Order, etc. Affects how the receive flow handles the items.
  • Is Manufacturer — true when the vendor is also the manufacturer (vs a distributor). Affects warranty tracking and reporting.

Tips

  • Use the Style Catalog first approach: build out your styles before issuing repeat POs. A few minutes per style upfront saves typing on every reorder.
  • For a vendor’s first PO, you don’t need pre-existing styles — just enter misc lines, then promote the received items to styles after the fact for next time.
  • Receiving in partial quantities is supported; the PO stays open until either fully received or you mark it Closed.
  • The Vendor Purchases report under Reports shows total spend per vendor over a date range, useful for relationship tracking and negotiating terms.