Purchase Order Management

See how RMPro purchase order management helps you:

• Track all of your orders, view your future financial commitments and view all costs at a glance.
• Separate out purchased items and consigned items all in a single purchase order
• Convert purchase orders to vendor invoices, and keep track of payments to them
• Manage your purchase orders in one place and enter data in multiple ways
• Streamline your processes so that you can spend more time working with clients or growing your business.

Introduction

With our easy-to-use interface, you can create purchase orders instantly, add inventory to RMPro, and keep track of your inventory with ease. Our Purchase Orders are always specific to your vendors and are printable transactional documents, ensuring accurate and transparent inventory management.

Plus, our Purchase Order unit is designed with location restrictions, giving you greater control over who can create POs and ensuring that only authorized locations have access to this feature. You can trust that your inventory management process is secure and efficient with RMPro.

Progress Workflow

Enjoy a fast, simple, and flexible workflow to manage all your purchase orders in one place.

With RMPro Purchase Order Software, you can easily create and approve POs, and let them pass through various states from Created to Pending, and to Received. The workflow even supports Canceled or Partially Received states for receiving items in multiple steps, making it easy for you to keep track of them.

Vendor Invoices and Payments

Managing external vendors can be a challenging task, especially when it comes to keeping track of orders, costs, and delivery statuses. However, there’s no need to worry anymore. With purchase orders, you can easily keep track of all your transactions and ensure that nothing falls through the cracks.

Using RMPRo purchase order management enables you to have a clear record of what you have ordered, the associated costs, and any changes to those costs, which can be crucial when it comes to reconciling your accounts at month-end. This means that you can avoid any unpleasant surprises or discrepancies when it comes to balancing your books.

But that’s not all. With purchase orders, you can also streamline your invoicing process by instantly converting your purchase orders into invoices when dealing with a vendor. This not only saves time but also ensures that all your transactions are accurately recorded and easily accessible.

In short, purchase orders are a crucial tool for managing your vendor relationships effectively. By implementing purchase orders in your workflow, you can ensure that your records are accurate, your transactions are transparent, and your invoicing process is streamlined. 

Consigned Purchases

Managing consignment inventory can be a complex process, which is why you need the right tools to streamline your operations and prevent any potential disputes.

RMPro allows you to keep track of all your consigned inventory from your vendors. Clearly marking these items as consigned from the beginning is imperative in order for you to keep in mind that these items do not belong to you yet, and they are only in your possession. This helps you to accurately track and manage your inventory and avoid any potential errors or misunderstandings.

With RMPro’s consignment software, you can easily manage and track your consignment activity. Our software allows you to set up a clear and precise consignment, helping you reduce mistakes, save time, and elevate your brand. 

Entering Items and SKU information

With RMPro, you have the flexibility to enter your items in a variety of ways, including manual entry, pre-loaded SKUs (for program products), DataLink, and file import.

Integrate with DataLink

If integrated to RMPro DataLink solution, there’s no need to double-handle data. By integrating with our DataLink module, you can access the most up-to-date electronic product database including real-time product information and images from different vendor collections.

Through DataLink Integration, you will be able to directly obtain complete item and SKU specifications that may be challenging to enter manually with only one click. 

Import files

Increase the speed and efficiency of your purchase order process by importing item information files. If your vendors also use RMPro, you can request a “PO File” which is an electronic file created from an invoice to make generating a purchase order easier and more accurate. The vendor will create this file and send it to you, allowing you to import it directly into your purchase order.

In addition, you can create a new purchase order by importing an Excel file created by your vendor. This file includes all the necessary information to create a new PO, saving you valuable time and effort.

Whether you’re a new user or a seasoned pro, using files to load your inventory into RMPro is a convenient and efficient way to manage your purchases. 

Flexible Receipting Processes 

There are a number of ways for receiving your orders in RMPro, including full or partial receipts. Our system also allows you to track your receiving and match it against your Purchase Order items. With RMPro, you can effortlessly manage your purchase orders and close them temporarily to add, delete or edit items at a later time. And once you’re ready to receive your inventory, simply use our Receiving (Reconciliation) screen to mark each item that was received.

Canceling items on a purchase order has never been easier, either. Instead of deleting items, use our cancel feature to keep a record of voided items. With RMPro, you’ll have complete control over your inventory management process.

Follow-up Purchase Orders 

No longer will you have to worry about delays in your purchase order management process. Our Purchase Order unit ensures that all inventory is received in a timely manner and accurately reflects your agreements and arrangements with your vendors.

With RMPro, you’ll never miss any updates on your purchase orders. Our automatic alerts and notifications keep you informed of all the critical details, including overdue purchase orders, purchase orders due today, purchase orders without vendor invoices, and backorder items without purchase orders.

You can easily check the status of your purchase orders and receive important alerts on the RMPro Main Screen. Simply double-click on an alert to generate a Purchase Order Summary report, which shows you all the details you need to follow up with vendors, create vendor invoices, and keep track of backorders.

Link to BO and Managing Transfers

RMPro also allows you to easily manage your purchase orders and back-order items.

If you have items on a purchase order that are linked to back orders, our system will clearly display this information with warnings and highlights. You can easily identify back-order links.

When you receive back-ordered items, you can further process them by transferring them to the proper department to handle the customer’s order. Our system makes it easy to transfer these items and keep track of them.

Automatic QuickBooks Integration

All vendor invoice and payment information is automatically synchronized with QuickBooks by the RMPro QBI module, making it easy to transfer purchase orders back to QuickBooks once final approval has been received. This eliminates the need for manual data entry, saving you time and reducing the risk of errors.