Summary: You probably deal with many different types of vendors...manufacturers, wholesalers, retailers, service and maintenance providers, etc. Each probably has their own process for receiving orders for their product, but now we're offering one way to engage them all, from right inside ServiceBox. Here's a quick synopsis of our process:
1. Create the Vendor Order: The first step is to create the Vendor Order either from the Vendor Order tab or the Vendor option in the Work Order itself. The Vendor Order page is where you enter information on the items or services that you wish to purchase from the Vendor/Supplier (Supplier and Vendor are two terms that might be used interchangeably in this article). Details include price, shipping location, delivery date and other purchasing details.
2. Email the Vendor Order: The next step is to email the Vendor order to the supplier using the Email tab within that Vendor Order.
3. Receive the Items: You'll be able to compare the invoice you receive to the Vendor Order and mark the items or quantity received right within the Vendor Order. If the Vendor Order is generated out of a work order you'll be able to add the items directly to the work order using the Time and Materials tab.
4. Accounting Sync: The last step, once you've received all the items on the Vendor Order, is to run the Accounting Connector Sync. The system will recreate the Vendor Order (Purchase order) and receipt/bill for the same in your accounting software.
So that's the big picture view of placing a Vendor Order in ServiceBox. Now let's look at each step in more detail.
Step 1. Create the Vendor Order: Go to the "New" menu on the top bar and click on Vendor Order. The system will direct you to our New Vendor Order form page.
- Order Date: By default, ServiceBox will pre-populate the date field with the present date but you can click on the field to change it if you like.
- Location: If you have the Multi-location featured activated for your company, this field will allow you to select a location from the drop-down.
- Order Status: As you create a new Vendor Order, ServiceBox will automatically set the status as "Draft" to allows users to add or edit the information. To understand more about how Vendor Order statuses work please click on this article link : https://support.jobboxsoft.com/en/support/solutions/articles/19000141826-vendor-order-settings
- Assigned To: This drop-down field allows you to assign the Vendor Order to a specific user, if needed, within ServiceBox.
- Vendor: You may type in the vendor's name and the system will pull up the list of existing vendors in ServiceBox or you may use the "add vendor" button to quickly add a new vendor within this screen.
- Ship To: By default the system will set your company location as the 'Ship To' address, but if you have Multi-Location turned on you can select a specific address by clicking on the drop-down menu.
- Description: Here you can add details like purchasing terms, the specifics of the payment terms or expected delivery date, etc.
That's it. Click the "Save" button and you're ready to create your next Vendor Order.
Order Items tab: This tab will allow you to add in the inventory or non-inventory items that you would like to purchase from your supplier. Specify the Item description, Unit Cost, Quantity to be ordered, Taxes and Total of the order.
Step 2. Email the Vendor Order: Once you're ready to email the order to your supplier, we encourage you to change the status of the Vendor Order so that it locks the ordered items and doesn't allow users to edit the information.
Click the "Email" tab on the top-right of the Vendor Order window to bring up the email window.
The "To" field will pre-populate the vendor email address if saved within the Vendor, or you may fill the email address within this field if needed.
The CC and BCC fields will be pre-populated as per the setup in the ServiceBox Vendor Email Settings tab
You may add attachments or files to be sent out to the Vendor if needed by clicking the "Attachment" or "Files" tabs.
Click "Send Email" to complete the Vendor order out of ServiceBox.
Step 3. Receive the Items:
Once you've received the requested items, you must change the status to Received (terminology of statuses may differ from company to company). Our system will add a "Received Date" field, where you fill in the received date on or after the ordered date.
Once the Received Date field is filled in, ServiceBox will open a new tab called "Received Items".
Within this tab you may manually update the "Quantity Received" for each line item or you may use the "Received All Items" button to process all the items ordered at once.
Please note the "Received Location" field is a mandatory field if you've ordered Inventory items. You must select the Inventory Location to process the receipt for this order.
Step 4. Accounting Sync: The last step is to move the Vendor Order and receipt over to the accounting program by running the sync. We have detailed articles on the running the accounting sync for Vendor Orders, that you can check out below:
Quickbooks Online sync: https://support.jobboxsoft.com/en/support/solutions/articles/19000141807-vendors-accounting-sync-with-quickbooks-online
Quickbooks Desktop sync: https://support.jobboxsoft.com/en/support/solutions/articles/19000141809-vendors-accounting-sync-quickbooks-desktop
Sage sync: https://support.jobboxsoft.com/en/support/solutions/articles/19000141812-vendor-accounting-sync-sage
To read more about how to place a vendor order out of a work order please click on this article:
https://support.jobboxsoft.com/en/support/solutions/articles/19000141831-vendor-order-how-do-i-place-vendor-order-out-of-a-work-order-