The POS Works Purchase Orders program is used to create purchase orders. These purchase orders can be set up to be sent electronically to suppliers that allow electronic orders, or alternatively they can be exported to an excel sheet to be emailed or faxed. POS Works has a suggested order feature that allows users to automatically populate an order list with suggested quantities of items based of a number of factors. Users can also add items to a purchase order manually. For easy reference POS Works will flag items On-Order with quantities until the stock is invoiced via a Purchase Invoice. Button Description Purchase Order ID This is an internal number attached to the Purchase Order. This is an unique identifying number automatically created by POS Works upon creation of the order. Import Creates a tool for you to import a .csv or excel file. The file should contain two columns. One identifying number (Item ID, Barcode or Order Code), and another for quantities. If you do not specify a quantity column the quantity of all items imported will default to 1. Item List Imports a PDA created Item List directly into a Purchase Order. Import Scripts Imports selected Items dispensed since the last time this feature was used. Suggest Order a tool that auto-generates items and/or quantities based off a selected suggested order type. Send Transmits your order to the appropriate supplier. Re-Transmit Used to re-transmit an order that has failed to send once the issue has been resolved. Create Invoice Exports a Purchase Order and Sends the Information across to an Invoice Refresh Errors Refreshes and deletes corrected errors Location Name of the Location where the PO has been created Supplier Name of the Invoicing party Agent Name of the party the order must be sent to so the best trading terms are achieved Status Where the Purchase Order currently lies in the system Sent By Name of the user that sent the order Date Sent Date the user sent the order Location Stock Info List of all other current locations and the information and status of each Item at their location Item Request Feature to request a New Item to be added Item Info When you click on an Item in the order, the grid displays information relating to that Item, SOH, Scripts on Hold, On Order quantity, etc. Quarantine On Order quantities (forward dated drops) This will allow the store to track orders that have been raised for delivery weeks or months in the future. The quantities in these orders will not be added to the normal On Order qty but instead be added to a Special On Order quantity which will mean that the data will not interfere with suggested ordering for normal daily use. There is an extra column in the stock grid in Item Maintenance which will show the Special On Order; hovering over this figure will show a tool-tip listing the details of this special on order stock (Date expected, supplier, purchase order ID, comments from the purchase order). When creating a new purchase order, if any items belong to a forward dated order they will highlight in lime green and each of these lines will also show a tool-tip much like the one in Item Maintenance. When a user attempts to send a quarantine purchase order, they will be warned (a slightly different warning if the expected date is less than a week away). When the order is sent it will NEVER be transmitted electronically; the user will have to give a copy to their rep (current electronic ordering does not cater for forward dated drops) - the user will also be notified of this. Core Item 'Core Item' column is included on the grid of the Purchase Orders program. Once an order is generated the column will indicate if the item is a core item or not. You can use the smart grid functionality to group the core items together for assessment in addition to updating all or a selection of Items to 'Core' in bulk. Suggested Method You are now able to see which suggested order type was used to raise a purchase Order. Types will be listed in the 'Suggested Method' column within the Item grid. Non Electronic Send This is an option to export Purchase Order to email or to be faxed. This option is found in the 'Extras' option above the search bar. Supplier RRPs Suppliers RRP's (inc GST) now populate against Items in the Purchase Order Profile when raising Purchase Orders. NOTE: This function is reliant on the RRP's being loaded against Items. Last Invoiced Date When creating a stock transfer or PO the grid that displays the SOH etc., for other group locations now displays the Last Invoiced date. This allows you to view how long each location has been holding stock. Allow Deal Quantity Boosting Option to boost order quantities to achieve required quantities for active deals. "Boost to deal min quantity" Allows suggested orders to increase the suggested quantity to a Min Quantity 1 from active deals if less than Min Quantity 1. For multi level deals if the suggested quantity is halfway or more to the next quantity break it will allow the suggested quantity to be boosted to the next quantity break. Other Stores If you have entered store locations in the 'Allowed Transfer Stores' grid found in the extras tab of Location Manager, the other stores stock grid in the top right of the Purchase Order program will only show entered stores locations instead of all stores. Alerts A Grid Colour reference is now available in the 'Notes' tab which provides the details for each warning that is available within the program. Colour Description Pink-Red Warning for Main Supplier / All deal information Yellow- Orange Available as a reward from supplier. This is set as a store stock status in Item Maintenance. Hot Pink Price Drop-New status type Price Drop can be set against Item(s) where the supplier has advised that there a is future price reduction. If an Item has been flagged with 'Price drop' and it has been entered into a Purchase Order the line will highlight in Hot Pink with white font. Hover over the line and Price Drop warning message will appear. Stores may want to keep very low inventory holdings of this type of merchandise. Status type is managed in Item Maintenance . Red Significant price drop for the product soon- If an Item has been flagged in red and it has been entered into a Purchase Order the line will highlight in red with white font. Hover over the line, the warning message will appear. Stores may want to keep very low inventory holdings of this type of merchandise. Status type is managed in Item Maintenance. Light green Modular Items Highlighted Pale Pink Agent Only- You will now see the following prompt message if you attempt to raise a Purchase Order that’s includes an Item that is flagged as Agent Only in Item Maintenance. Applicable Items will be highlighted in pink in the Purchase Orders program. Hover over this line to reveal the prompt [This product is marked agent only, not allowed to send directly to the supplier. Please remove this item from the order]. Dark Green On Promotion- The description field of an Item will highlight in dark green if it is currently on promotion. Blue Lower Costs Items will highlight in blue if lower costs are available when raising a new Purchase Order. You are not required to make changes to your Purchase Order to reflect these lower costs. Please be advised that this function needs to be switched on in Site Configuration under the Purchase Order tab. The checkbox is labelled "Check for lower costs from alternate suppliers (will highlight in Purchase Order grid)". Purple Currently on Supplier Cycle deal Dark Red A preferred item exists When ordering a product which is in a assorted deal an Alert Pop up showing the products part of a that deal will be shown when the mouse is hovered over the line.

Creating a Purchase order Open and Login to POSWorks System Menu. Navigate to Purchase Orders. Select New to create a blank order and enter a Supplier.  Alternatively you can select Suggest Order and fill in the criteria to have POS Works auto generate a list of suggested items and quantities for the selected supplier. Enter Quantities and hit Send Order. Due to many options with generating orders, this article has been broken up in sub-articles. Click on each method to go to Guide. Order Templates Suggested Orders Gap Fill Order (Select Item Order) Purchase Order by PDA Item List Purchase Order by Import Scripts Edit Purchase Order Copying Purchase Orders

Templates can be made and saved on POS Works to be used while ordering. 1. Open and Login to the POS Works System Menu. 2. Navigate to the Purchase Order program . 3. Select New. 4. Enter a Supplier, if required enter an agent . 5. Select Suggest Order This will open either a Suggest Order or Choose Template window depending on configuration. These can be toggled by selecting the Choose Template or Manual Suggest buttons located in the bottom left of their respective windows. 6. Choose Template from list 7. Select Run Template Once the order is generated you have the ability to add or remove items and edit quantities. Select 'Save' to save the order. 8. Hit Send Order

1. Open and Login to POSWorks System Menu. 2. Navigate to Purchase Orders. 3. Select New to create a blank order and enter a Supplier. 4. Select 'Suggest Orders' Select Manual Suggest   5. Enter in available Order Information. 6. Select Suggest. Once the Order is generated you have the ability to add or remove Items and edit quantities. 7. Hit Send Order. Order Types   Suggested Order Method Description Dynamic Min / Max For Item with Weeks min / Weeks max SOH set, will live calculate Min / Max by multiplying Weeks Values by ROS, and will then suggest as if using the normal Min /Max method. Min/Max Method For items with Min / Max SOH set, will order up to max for items where SOH falls to Min or below. Min and Max SOH are set up in Item Maintenance against each item, or can be set up in bulk using the Min Max Manager program. eg. Order Qty = Max - SOH - Current On Order (where SOH < 0 then Effective SOH = Quantity On Order. This avoids negative SOH bloating a suggested order incorrectly because negative SOH is physically impossible. Note: Order Types can be managed at the Item level. In Item Maintenance, you can add a min/ max quantity which is directly related to the Min / Max ordering method. At the Item level, you also have the ability to manage types by entering an order type in the grid column Suggest Method.

This section is a set of instructions on a commonly used method of filling gaps in stock. It involves using the Item Search function to populate an order with stocked items which have 0 SOH. Gap Fill Order  1. Open and Login to POSWorks System Menu. 2. Navigate to Purchase Orders. 3. Select New to create a blank order and enter a Supplier. 4. Select Save. 5. Select the ellipsis () in either the Item ID or Supplier code columns on the smart grid to open Item Search. Alternatively if you know it you can enter the item ID in these fields manually. 6. Select the Advanced Tab 7. Enter 0 SOH. 8. Select Find. 9. All results will be tagged by default. Select Select Tagged. 10. Select Save. 11. Select Suggest Order. 12. Select Desired Suggest Type. 13. Select Suggest. This will alter the order quantities of all the items in the order based off the Suggested Type Selected.

Using your PDA create an Item List of all the Items you would like to order. Once you have committed your Item List, proceed as follows. See here on creating Item List on PDA!  1. Open and Login to POSWorks System Menu. 2. Navigate to Purchase Orders. 3. Select New to create a blank order and enter a Supplier. 4. Select Save. 5. Select Item List. 6. Select Required Item List. 7. Select Import. 8. A prompt will appear. Yes to confirm. 9. Edit, Save and Send Order as required. 

The feature Imports Items and quantities based on dispensed Items since the last time you used the feature. Once the Import Scripts list has been loaded into a Purchase Order, the list starts again as you dispense. 1. Open and Login to POSWorks System Menu. 2. Navigate to Purchase Orders. 3. Select New to create a blank order and enter a Supplier. 4. Select Save. 5. Select Import Scripts. 6. This will Open Script Order Window. To include all Item regardless of the Main Supplier uncheck the checkbox labelled only import against main supplier. To Tag individual Items that you wish to include in your Import Scripts or use the Bulk Option. To Tag all Items select Tag All. 7. Select Import Scripts. 8.  Edit, Save and Send Order as required. 

To Edit Order Quantities: 1. Search and select Order using the Search function. If you know the POS Works Purchase Order ID you may enter it manually in the ID field and press enter on your keyboard. 2. Select CTN Qty or Unit Qty column in the grid. 3. Enter appropriate quantity. 4. Select Save. To add item(s) to the order: To add items to the order you can enter the Item ID or Order Code directly into the Smart Grid. Alternatively you can select the ellipses () in the edge of the boxes in the Smart Grid and search and select items as required. Note: To remove an item from an order you can select a row to highlight it then press the delete button on your keyboard or the minus () button found in the bottom left of the Smart Grid pane.

Users are able to copy existing purchase orders regardless of status. 1. Open and Login to the POS Works System Menu. 2. Navigate to the Purchase Order program.  3. Search and select the Purchase Order required. 4. Go to the Extra Functions tab. 5. Select Copy Purchase Order. 6. A prompt will appear. Purchase order #### has been copied to new Purchase Order ####. Would you like to move to Purchase Order #### now? 7. Select Yes to open the copied order. Select No to stay on existing order. The copied order is automatically saved regardless of response to prompt.

When sending Orders electronically, these orders will be automatically sent to the supplier via the PharmX Portal. When suppliers are not set up with PharmX they will need to send the orders Non-electronically. 1. Select Search. 2. Search and select purchase order required. If you know the POS Works Purchase Order ID you may enter it manually in the ID field and press enter on your keyboard. 3 Select Send Order. 4. Enter User ID and Password. 5. Select continue. 6. A Prompt message will appear- 'Purchase Order # has been sent' 7. Select OK.