There are a lot of fields and columns available when creating a Purchase Order (PO). Here is a quick guide and overview of what each means, and how it affects your reporting.
Fields & Columns
Fees — Any additional charges related to the PO.
Freight — Used for shipping, customs, or other freight-related charges.
Product — The product being ordered
Vendor SKU — An optional field in case your Vendor has a different SKU number, or you want to add more info. The Vendor SKU will be saved and appear automatically the next time that product is added to a PO.
Quantity — The number of units being ordered.
Cost — How much you pay for each unit
NOTE: This will change if you alter the cost in the 'Total' field. See below.
Discount $ — This is a fixed "dollar amount" being deducted (e.g., $10 off per unit)
Discount % — This is a percentage discount (e.g., 10% off per unit)
Tax % — The percentage of tax being applied.
Total — The total amount you pay for the products.
NOTE: This will change if you alter the unit Cost field. See below.
Additional Options — By clicking the three vertical dots, you can either Add a Note or Remove the item from the PO.
NOTE: Discounts and Tax % will be used to calculate lot cost for the items received, but Fees and Freight will not. That is because we need to find a way to accurately distribute those fields across items.
For example, you could order a refrigerator and 12 tissue boxes from a vendor. Let's say to ship more oversized items, it's $100 vs. the standard shipping fee of $15. We would need a way to allocate those shipping fees accurately. Instead of assuming the new cost for each item, we let you choose. You can manually adjust the lot cost once the item has been received. More information on editing a lot cost can be found here.
Discounts
There is also an option to add line item discounts and discounts to the entire Purchase Order. Any discount applied to the whole PO will be applied first, and any line item discounts will be applied afterward.
The line item discounts will be per unit, so be careful when inputting those discounts! The discounts applied will affect the lot cost.
NOTE: If one of your discounts can't be distributed evenly, you'll get an error message saying:
PO level discount issue: When your discount does not divide evenly across all line items, we round it down to the nearest evenly divisible discount. $(x amount) of your discount could not be applied and is not factored into the lot costs or totals.
You can still save and create the PO with the message. We are letting you know that the amount could not be distributed evenly and that there was some leftover amount. To fix it, you would need to go in and manually redistribute the discount to each line item.