A supplier order (or a purchase order) is a document that lists the items you are buying from a vendor and the terms and conditions of the purchase.
Processing an order can take time. You may need to plan production, installation and delivery. Mishaps in fulfilling a supplier order can cause the loss of a future deal, as you can not supply your customer the products needed.
Three Different Ways to Create a Supplier Order
Creating a Supplier Order from a Customer Order
If you want to create a supplier order to fulfill a specific customer order, go to the customer orders section and select that order. Then, go to the supplier order tab of that record and click “create new order”.
Copying an Existing Order
This is a useful method when you need to create a long order with content similar to an earlier order. Simply go to the orders tab on the left navigation bar, find the order you want to copy from, open it, and click on the copy button at the top right-hand corner.
The customer, primary contact and deal information will be blank, and you will need to enter new information there. The pricing table will be copied from the existing order, so you will not need to reenter that information again, unless you want to make some changes before saving.
Creating a Supplier Order from Scratch
Even if you don’t have another order to start with, or another order to copy from, creating an order from scratch is easy.
Go to the customer orders section from the left navigation bar, and press the “new supplier order” button.
Editing The Supplier Order Form
Your administrator can define customer order templates which determine the layout and visual elements like letterhead and footer images. If templates are available, select the one you want to use for this order.
Supplier, Primary Contact
Fill out these fields to connect your order to the right CRM entities. Every order must have a supplier.
Enter the date this order is created. The current date will be selected by default.
Enter a short description or the supplier’s reference number here.
Opening texts are rarely used in orders. If you need to display a specific text before line items, enter it here.
This section is similar to the pricing table in quotes. Use it to list all items you’d like to purchase.
Unlike opening text, this section is important and almost always contains important information regarding the order. You may want to enter delivery times, shipping methods and payment terms here.
The status of an order must be one of the following:
- Open: An order is newly created and is being processed.
- Received: The order has already been shipped, delivered or otherwise completed in accordance with the your request. No further action is needed.
- Cancelled: This order will not be fulfilled. No further action is needed.
The stage field is only relevant while the order is open. Order stages can be customized by administrators. Use the stage field to track progress on the processing of your orders.
Select from available addresses of the supplier, or enter new addresses from scratch.
Printing a Supplier Order
To print an order, save it and click on the printer icon at the top of its page.
Downloading a Supplier Order as a PDF File
To download an order as a PDF file, open the order and click on the PDF icon at the top of the page.
Emailing a Supplier Order
You may want to email supplier orders to your vendors for confirmation. To send your order to a contact for confirmation, open the order and click on the email button. Add any message you want to add to your email. A PDF file containing your order will be automatically attached while sending.
Listing Supplier Orders
The supplier orders tab on the left navigation bar lists your orders. You can apply filters and save your selection criteria for future use. To view only orders by a specific supplier, go to that supplier’s page on TeamGram and click on the orders tab under it.