Material Purchase Orders
Create Material Purchase Orders to order raw materials from your suppliers
Brenda Beckham avatar
Written by Brenda Beckham
Updated over a week ago

Material Purchase Orders

Material Purchase Orders can be created to order raw materials from your suppliers. Uphance will help you build an order for your supplier with the quantities necessary to cover your sales and production. If you add sales later, Uphance can let you build an order for the additional materials or increase quantities in an existing tentative order.

Each material order is linked to a particular supplier. You'll need to enter your supplier's details on the Company's page and associate your raw materials with that supplier before building your material order.

Creating a Material order

  1. Click on Purchase Order from the left, main vertical menu.

  2. Click the plus sign in the top right corner of the screen to create a new Purchase Order.

  3. Select your Supplier

  4. Select your Season

  5. Select your Ship To location

  6. In the Materials used from drop down menu, select which Materials Warehouse you want to use.  Note:  Multi-Warehouse must be enabled if you want more than one warehouse to manage your inventory for product and materials.

  7. Enter a label (optional)

  8. Click "Create Purchase Order".

After completing the above form, you will then see your Draft Purchase Order.  If you need to change your Materials coming to Warehouse, you can do that in the header by clicking on the blue Warehouse you previously selected.

Directly below the header information you'll see an empty material order for the chosen supplier.  Below the (empty) order content you will see an area containing suggested materials and quantities that you can quickly add to the order based on confirmed sales.  In the example below, we added the suggested Red button.  If we also want to add the Soft Cotton, we would click the "Add to Order" button.

If you don't see anything in this area, then make sure that:

  1. Your raw materials are associated with the supplier (check that by updating the raw materials database).

  2. You have set up the raw material composition of your products.

  3. You have confirmed your sales orders.

  4. You haven't already created (and populated) a material purchase order for this supplier.

Adding additional materials

Provided that the material is associated with the supplier, you can add any material (regardless of its requirement status) to the order by searching by name or reference with the search box in the suggestions area.

Note that the suggestions area shows only materials needed to satisfy Confirmed Customer Sales.  You can use the down arrow if you want to also show those materials on Material Orders.  Be sure to click the "Refresh" button on the top right if you change this view.

Feel free to modify the quantity field.  You may want to order more than what was required to fill customer sales orders.

Once all of your materials have been added, click the SAVE button.

Editing the Material Purchase Order

If you need to make changes to the label, ship to location, shipping cost or tax information, click the pencil in the top right of the material purchase order.  

Be sure to click the Update button when you have made your changes:

Confirming the material purchase order

When you have finished building your material order, click "Confirm Order" button in the top right of the page.  Otherwise, your Material Purchase Order will remain in Draft mode. 

Reverting to Draft or Mark as Complete

Later, if you decide you do not want it to be a confirmed order, you can click the "Revert to Draft" button.   In addition, once you receive all of your products from your supplier, you can mark the Purchase Order as "Complete".

Sending the Purchase Order

You can download (PDF), print or email the purchase order PDF via the documents drop-down above the order contents:

Check In & Reverse

In the top right corner of the screen, use the "Check In" button to indicate whether the materials have been received.  If you make an error, you can use the "Reverse" button as well to back out the "check in".  When you "Check In" a material, you are indicating that it has been received and it will reduce your "on ordered" quantity and add it to your "in stock" quantity.

Example Use Case

Using an example of "Soft Cotton" materials on a confirmed Purchase Oder, watch what happens to our "Before Check In" and "After Check In" quantities in our Material Inventory.

Material Inventory "Before" Check In

The quantities listed in the table below reflect all Warehouses.  You can filter on the Warehouse you want to see using the drop down on the right corner of your screen.  Or, look for the Warehouse in the Warehouse column.  As  you can see from the table below, the Material Warehouse is showing 45 are "Ordered".

Material Inventory "After" Check In

After Check In, the quantity "Ordered" is set to zero and the "Stock" in our Material Warehouse has increased by 45.  

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