There are two main ways to add Inventory:
Create a PO at the time you order an input, and a PO Receipt at the time of delivery. This allows you to see how much inventory you’ve ordered but hasn’t been delivered.
Create a Spot PO, where you don’t have to record when you’ve ordered items, only when they’re delivered.
If you don’t want to track inventory, it’s very important to fill out Default Costs on your inputs for the current crop year. The system will treat your default costs as both the planned and actual cost if you don’t fill out a PO or Spot PO for that input.
Purchase Orders
Select PURCHASING > PURCHASING > Purchase Orders.
Hit New Purchase Order.
Under the Purchasing tab select Purchase Orders and New Purchase Order
Enter the Creator (you) and the Supplier.
Enter a PO overage % if you think there’s a chance the supplier could deliver slightly more than you bought (1-2% is common).
Enter the PO Number from the supplier, or leave to get an automated number.
Add an Email address and check the box on release to send a notification to the identified parties.
Add all inputs for PO. You can also create them here by clicking Create Input.
Add payment information (optional).
Tip: Purchase Orders are automatically assigned to all Owners. If you want to designate that one ownership entity paid more for an input, unselect the “All Owners” checkbox. This will not be “their inventory,” as all inventory is stored together, however, it will reflect in the Inputs by Owner/Entity reports that they paid more for the input.
Purchase Order Receipt
Go to your list of Purchase Orders: PURCHASING > PURCHASING > Purchase Order Receipts.
Find the Purchase Order you got a delivery for, and click the Delivery Icon. A new PO Receipt will be automatically filled out for you.
Enter the receiver and PO number (if you have one).
Adding the Farm is informational only, as it won't change anything on your inventory reports.
Review the list of inputs. If you received less than the total amount for the Purchase Order, make sure to list it here.
Tip: The PO will allow you to make multiple PO Receipts for the same PO until the entire quantity has been delivered, or the “closed” checkbox has been checked on the PO.
Tip: The Billing Quantity and Actual Quantity are almost always the same.
Press Create.
Spot PO
Create a new Purchase Order Receipt Ticket.
PURCHASING > PURCHASING > Purchase Order Receipts > New PO Receipt.
Enter the Supplier.
Instead of choosing the Purchase Order, select the Spot Purchase Order checkbox.
Enter the PO Number (if you have one).
Enter the PO Reference Number
Typically, this would be the invoice number on your receipt
Enter the Receiver.
Enter the inputs you’ve received.
Tip: The Billing Quantity and Actual Quantity are the same when making a Spot PO.
Hit Create.
Inventory Adjustment tickets simply raise or lower your inventory. Use it for spills, returns, or transferring inventory to the following year.
Reconciliation tickets take that extra (or missing) inventory and apply it to all your tickets for the previous year. This is good for fine-tuning your application rates based on leftover inventory.
Note: We recommend that if you make a return to a supplier, you fill out an Inventory Adjustment instead of making a Purchase Order Return. Chat with Customer Success if you have any questions.