Please note: only users with the "Edit Vendors" permission can place orders.
Once you have added a vendor and imported its catalog into opsi, you can begin placing purchase orders!
Upon finalizing an order you will have the ability to include a one-time "Order message" to the vendor if you have a specific note to include. You also have the option to specify a "Preferred delivery date" based on the availability of that vendor.
Orders will be emailed to the Order email you have on file for each vendor. Alongside the order email, any additional contacts created with the Receive Orders flag checked will receive the orders.
Once a vendor has received the order they have the option to mark it as received. This action will send you a push notification (if turned on) and create an activity feed message to indicate to you that it has been received and is processing. They also have the option to print the order from the email to save for their records.
Details about what business placed the order and by who will be included in the email incase they need to contact you. The vendor can also reply to the order email, which will send the response to the user who placed the order. If you have questions about the order, please contact your vendor directly.
When the order is delivered you can mark it as such in opsi, and also note the actual cost for each vendor item based on the invoice. If the actual cost differs from what was in your catalog when the order was placed, then opsi will update those vendor items' costs to ensure you have up-to-date pricing moving forward.
Orders can be printed at any time and will include the pertinent details based on whether the order is still submitted (open), marked received, or marked delivered.
To place an order:
Desktop steps
Desktop steps
1. Click into the vendor you wish to order from.
Alternatively, you can switch views to "Guides" and click into a guide you created which contains a custom list of your vendor items.
2. If you have already associated par counts to vendor items, just enter the amount you have on hand into the "Inv" field to generate the order amount in the "Order" field. Otherwise, you can just enter the amount you wish to purchase in the "Order" field.
3. Once you have added the amounts you wish to order, click the "Cart" button at the top.
4. From the cart page you can review the order details by vendor, along with an approximate total.
5. If you are ready to place an order, you can choose to submit orders individually by vendor, or submit all at once.
6. After clicking submit you will be prompted to add an order message and/or select a preferred delivery date (both optional). Click "Confirm" once you are done to send the order to the vendor(s).
Mobile steps
Mobile steps
1. Tap the "Items" page.
2. Tap the down arrow next to "Items".
3. Switch to the "Vendors" view.
3. Tap into the vendor you wish to order from.
Alternatively, you can switch views to "Guides" and tap into a guide you created which contains a custom list of your vendor items.
4. If you have already associated par counts to vendor items, just enter the amount you have on hand into the "Inv" field to generate the order amount in the "Order" field. Otherwise, you can just enter the amount you wish to purchase in the "Order" field.
5. Once you have added the amounts you wish to order, tap the "Cart" button at the top.
6. From the cart page you can review the order details by vendor, along with an approximate total.
7. If you are ready to place an order, you can choose to submit orders individually by vendor, or submit all at once.
8. After tapping submit you will be prompted to add an order message and/or select a preferred delivery date (both optional). Tap "Confirm" once you are done to send the order to the vendor(s).
