Retail: Purchasing Overview
Purchasing Overview (3 mins)
Key Takeaways:
Requests
- Staff can request inventory items.
- Requests may be:
- Converted into a purchase order (PO).
- Converted into a transfer.
- Sent to the Order Desk for evaluation (to decide what and where to order).
Purchase Orders (POs)
- Created to send to vendors for purchasing.
- Can include pre-allocation: assign incoming quantities to specific locations at the time of receiving.
- If PO approvals are enabled, they can be reviewed before processing.
Receipts
- Represent receiving goods from a PO.
- Recommended workflow: receive directly into an invoice to capture full expenses.
Invoices
- Track all product costs and associated expenses (shipping, taxes, etc.).
- Part of the “three-way match” with POs and receipts.
Transfers
- Move products between locations.
- Requests can also be converted into transfers.
Return to Vendor (RTV)
- Send items back to the vendor in a controlled, documented process.
Worksheets
- PO Worksheet
- Used for creating multiple POs across several locations (e.g., order from one vendor for 4–5 stores with different item quantities).
- Requires multi-location setup.
- Order Desk
- Consolidates one or more requests.
- Helps identify best vendors and products based on business rules.
Three-Way Match
- Retail process: Purchase Order → Receipt → Invoice.
Related Articles
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