Vendor and PO Management
Vendors are who you purchase all your goods from. Purchase Orders
allows you to record all of your orders to them, whether placed through
Revel or not. This then integrates to QuickBooks.
The Vendors page lists all your “attached” vendors - any that are marked
as detached are listed in the “+ Attach Vendors” section to the bottom
left. If you have multiple establishments, all vendors will be marked as
detached for other establishments, and you can reattach them as
necessary.
You can create new Vendors by the Create Vendor button or the
spreadsheet.
The “Edit” screen allows you to change details relating to a specific
Vendor. It also allows you to attach items that you purchase from this
Vendor.
At the top, you can change contact information, addresses, shipping
notes, etc. At the bottom, you can associate what products you order
from these vendors (Attach Others). You can assign the same ingredient
or product to multiple vendors and assign one vendor as the primary.
When attaching, you can define a Vendor Item ID that will populate onto
the Purchase Order for Vendor reference. It will automatically select the
Primary Stock Unit as the Reorder Unit Type, and you can set a default
quantity and price that you purchase these at. You can also set if the
item is taxed on Reorder, and it will then be listed at the default price
and tax will be added on based on the Tax Groups that item is included
in. You can also do this via the Vendor Items spreadsheet.
Spreadsheets
Vendor Items Import/Export
You can import/export the association of products to vendors via this
spreadsheet. You can do this using any Stock Unit of the particular item
that has already been created. Just like Inventory spreadsheets, all the
items must have Barcodes and/or SKUs – you can auto generate and
assign these via Products > Extras.
Required fields are:
•
Vendor name, item type (product or ingredient), item name,
barcode, SKU, stock unit, default quantity, default price, primary vendor,
active
Vendors Info Import/Export
This allows you to create new vendors from a spreadsheet rather than
one by one.
Vendor ID is a reference number and must be unique for each new
Vendor. All fields are required except for Shipping Terms, FOB and Tax
Rate.
Product Import/Export
Products -> Import/Export -> Products – select Advanced. Here you get
additional bulk edit options for numerous Inventory related settings.
There are 2 related checkboxes – Inventory and Vendor Options.
Inventory gives you the additional columns of Default Inventory Item,
Bin Number, Primary Stock Unit Name, Conversion Factor, and Track In
Inventory. Vendor Options gives you Vendor Item ID, Primary Vendor ID,
Reorder Unit, Default Reorder Quantity, and Default Reorder Price. You
can find the Vendor ID Number in Inventory -> Vendors, displayed to the
left of the Vendor name.
You can also enter in the text box the ‘Require Serial Number’ checkbox.
Reorder
In the Reorder section, all our items are grouped by their Primary
Vendors. Any items that have hit their low alert thresholds will be
automatically set to be reordered. You can also see Other Items with the
link to the bottom left. You can select or deselect all with the button at
the top of the Reorder column. When your desired items are selected,
click the Generate PO button in the top right.
Purchase Orders
When you Generate a Purchase Order, the system will offer you two
options:
Create New PO
To be used when you are placing an order
Create New PO & Receive
To be used when you have already placed an order outside of Revel, and
you are receiving goods, and want a record of the order kept within
Revel
Create New PO
If done from the Reorder screen, all Vendor information, Shipping
Address Information, and Item details will be automatically populated.
At the bottom of the PO, FOB (Free On Board) can be entered, Shipping
Terms updated, and Comments written in.
The Tax figure will be populated based on which items are taxed on
reorder, however this figure can also be manually edited.
Shipping and Handling and Misc. Amount can be added in as required.
Once Saved, the Purchase Order will be visible from the PO Landing
Page.
There are two statuses – Item Status, and Billing Status.
Item Status indicates if items have been received or not, and is changed
by receiving items.
Billing Status is used for integration to accounting packages, currently
only Quickbooks online. The Billing Status is changed based on entering
a Vendor Invoice number in the top right hand corner of a purchase
Order.
Item Status –
- New – this is a new order that has not been finalized. Items can
still be edited and new items added to the order. Purchase Order
can be deleted from the landing page using the red trash can
- Partially Received – some of the items have been received. More
items will be shipped.
- Fully Received – all items have been received or closed. Some
edits can still be made to Tax, Cost, Misc Amount and Shipping,
but not quantities.
- Finalized – this order is completed. No edits can be made.
Billing Status –
- Uninvoiced – no invoice has been issued.
- Partially Invoiced – for some of the items received, an invoice has
been issued.
- Fully Invoiced – all received items have been invoiced.
To edit a purchase order, click on the Receive icon
. This will
automatically input the Quantity Ordered into the Received columns.
You can put a number higher or lower than was originally ordered. The
Cost can also be updated, and the Total will automatically recalculate.
The Tax, Misc Amount and Shipping and Handling can also be edited by
clicking the “Modify Added Charges” button.
As mentioned above, you can also enter the Vendor Invoice # number in
the top right hand corner, which will update QuickBooks via your
integration, and alter the Billing Status of the Purchase Order.
When you click the Update button, the system will prompt you to
Finalize. Once Finalized, items cannot be edited. The Vendor Invoice
number can still be inputted to update the Billing Status.
Because you can partially receive items, purchase orders may have
multiple Receipts. This is indicated on the Purchase Order landing page
by a blue dot next to the Receipt / Invoice # see all receipts. To edit, click on the Edit icon
. Click on this icon to
.
On the Edit page of a Partially Received, Fully Received or Finalized
Purchase Order, in the top right hand corner is a link to “See All
Receipts”. This will show you all receipts, date and time of receipts, and
individual statuses of all receipts.
Create New PO & Receive
This option allows you to create and receive an order at the same time.
This is designed for when orders are not placed via Revel, yet would like
a record within Revel.
This option will prompt you to enter the Vendor Invoice number
immediately. Note this is optional.
All Vendor, Shipping and Contact Information will be automatically
populated. If done via Reorder, items will also be populated and more
can be added. If done via Purchase Order, items must be added.
Click Add Item, and all items attached to the Vendor will automatically
show up and can be added. You can also choose to “Show All Items”,
which will show items regardless of which Vendor they are attached to.
There is also a link to “Create New Product” which will take you out of
the Purchase Order and to the Create New Product Screen in the
products tab.
Once all items are added, click Save. It will prompt you to Finalize the
order, which will automatically receive all items, Finalize the Purchase
Order, and mark the Billing Status as Fully Invoiced if a Vendor Invoice
number was entered. If you choose not to Finalize, the items will be
received and Item Status marked as Fully Received. Billing Status is
dependent on whether Vendor Invoice number has been entered or not.