What is Purchasing in QuoteWerks?
The QuoteWerks Purchasing module offers you the ability to source products from your distributors from directly within QuoteWerks. You can choose which products from your orders to create purchase orders for, export those purchase orders to an external system, and even manage receiving items from your distributors. The purchasing module is designed to save you time and effort when it comes to sourcing products quoted from within QuoteWerks. In just a few clicks you can go from a quote, to an order, to a purchase order and even track receipt of those items as they are fulfilled. Purchasing is built to be adaptable to your business needs and has integrations with ConnectWise, Autotask, Peachtree and QuickBooks.
The Purchasing Tab
As quotes are converted to orders, QuoteWerks keeps a running list of items included on those orders. This list is accessible from the Purchasing tab of the Purchasing window. Here you can select either the currently open order or all orders and drill down based on different document attributes.
Using the Select Vendor drop down you can filter this list to only display the items for that vendor. You can do the same by customer, item scope, and date range.
Once you have identified the items you wish to order simply select them by clicking the box on the far left of the item description. You have the ability to set Vendor free shipping minimums and if you do, there will be a notification at the bottom right of the window as to whether or not this threshold has been met. This is useful in ensuring you always meet those minimums and take advantage of free shipping. With your items selected you can either hit Create PO, or if your items are filtered by a vendor that has online ordering, Place Online Order -> Create PO.
Clicking create PO will create a purchase order that can be delivered via email to your selected vendor. Place Online Order -> Create PO will create a PO and electronically place the order with the selected vendor.
Creating a Purchase Order
If you choose Create PO the Create Purchase Order window will open. From this window you can input all of the details associated with this purchase order including a PO number which can be automatically generated for you, the PO Date, Ref ID, Flooring Account, Ship to information and more. You can even include PO Notes to more granularly describe the contents of the PO. Once all this information has been input you can click OK and the PO will be generated for you.
From the QuoteWerks PO Created window you can Save the PO as PDF, E-mail PO, or Copy Text & Close. For most users the next step would be to E-mail the PO to the vendor they are sourcing the products from. This will open the Send E-mail window where you can send the PO to your vendor contact from directly in QuoteWerks.
Export Purchase Orders
Users are able to select items from QuoteWerks Orders to be sent to ConnectWise, Autotask, Peachtree, or QuickBooks in a Purchase Order. If the purchase order integration has been set up for one of these applications, you will see a check box at the bottom of the Create Purchase Order window.
Checking this box will create the purchase order in the selected system. An identifier is placed next to the purchase order on the Purchase Orders window indicating that it has been exported.
Placing Electronic Purchase Orders
Electronic purchase orders are generated automatically in QuoteWerks when you submit an order to D&H, Ingram Micro, or TD SYNNEX. You can also submit this purchase order to your accounting package or supported CRM/PSA. The process of submitting an electronic purchase order begins very similarly to creating a PO as outlined above. You will want to go to the Purchasing tab of the Purchasing window, select the vendor and products you wish to order, and instead of clicking Create PO you will click on Place Online Order -> Create PO. This will open the Submit Order window. The Purchase Order Info tab will provide you with the option to assign a PO, PO description, Ref ID, and more. There are also Shipping and End User tabs where you can specify the shipping and end user information, respectively.
Once you have input your information on the Purchase Order Info, Shipping, and End User tabs you will want to click Verify current P&A. This will cycle through the items you have selected to verify current pricing and availability. If there were any changes since the items were quoted you will be given the option to make adjustments accordingly. You will then want to click on Validate Order. If there is insufficient stock to fulfill your order you will be given the option to either remove the item from the order or place it on backorder. Once validation completes you can click Submit Order.
The Order Submitted and QuoteWerks PO Created window will open. Here you can Save the PO as PDF, E-mail PO, or Copy Text & Close. It is important to note that in addition to the QuoteWerks PO number you will also have the vendor PO number and sales order listed.
For more information, please see the Online Ordering and QuickBooks Purchase Order Overview video.
Purchase Order Tab
Once a purchase order has been created, it will be listed on the Purchase Order tab. Here you can filter through your purchase orders whether they were electronically submitted or not. You can edit a purchase order by double clicking on it. When selected, the PO items will be listed.
Each PO item will have options like the ability to mark an item as received, assign a tracking or serial number, and adding an internal comment. Receiving an item will update the quantities listed and, if configured, can update those quantities in your CRM/PSA as well. This is a great option for managing inventory and ensuring all items are received correctly.
If you have any questions, call us at 407-248-1481 to speak with one of our representatives today, available 9AM-5PM Eastern, Monday through Friday. You can also email us at sales@quotewerks.com or contact your QuoteWerks Reseller.
For international customers and technical support, click here.
