II. Purchase Order Management with BVESS

This knowledge base will guide user on how a purchase order is being processed with the help of the BASIS APP.

To process a purchase order using the BASIS App. We have to make sure that the processed order is imported from BV to the BASIS DESKTOP

There are 3 ways to import an order from the accounting package.

1. SINGLE IMPORT
2. IMPORT ALL
3. AUTO IMPORT

Once import is finish we can now proceed on scanning the items

It’s also a best practice that we familiarize the process of checking the order on the cloud

To do this. Login to the Joomla website using an admin credential

Click on BASIS and then Purchase Order

From here we can verify if the PURCHASE ORDER is imported successfully from the BASIS DESKTOP

Scanning an item from a Purchase Order

To Access the Purchase order module. From the BASIS App Main Window. Tap on Purchase Orders.

Type in the Purchase order number in the search field and then tap on find

Tap on the Purchase order number

to open the PO details window

To do this tap on

Tap on PO DETAILS COLUMN.

From here we can make the quantity column as the first column by simply doing a tap,hold and drag action on the screen.

Before getting started receiving a purchase order.

Define the location on where the item will be received

In our example. In most cases the receiving area is a common place in a warehouse. So we will tag it as receiving

Note: If you wish to keep a single location on all items in the Purchase Order. Just tap on settings and make sure the Persist Location is Enabled

To start receiving an item, we have two ways to do it

1. Scanning an item via a Bluetooth scanner
2. Manually tapping on the product from the PO details window

Next step is to enter the quantity of the item

Optional: Enter the CONT ID/ SKID ID of the item

CONT ID/SKID ID is another feature of basis that will allow the application to group an item of the same kind for easy search and management. When using this feature make sure that CONT ID is enabled under general settings.

Then tap on the Check button to confirm the data.

Once confirmed a notification will show once the transaction is successful

Just repeat the same process to all other items until all are scanned

GREEN	ordered item = scanned item
BLUE	ordered item < scanned item
YELLOW	ordered item > scanned item

To send the data back to the cloud. tap on the cloud icon and a notification will pop up to confirm if the upload is successful

REVIEWING SCANNED PO ITEM VIA PRISM JOOMLA WEBSITE

All orders sent to the cloud can be directly check on the Joomla Website. To do this login to the website, click on Basis and then Purchase Order. The PO will now be green which means that the order is now received or completed.

REVIEWING SCANNED PO ITEM VIA PRISM DESKTOP

To review scanned PO’S. click on the get data button to import the data from the cloud and then check the tick box “show only updated order” to filter all updated items.

Retrieved orders will be color coded base on their status, to help users identify the order more quickly.

GREEN	Scanned Purchase Orders
YELLOW	On Hold Purchase Orders
NO HIGH LIGHT	Not Scanned

to check the details just click on the order and the PO details will show on the bottom

Received quantity will also be color coded

GREEN	ordered item = scanned item
RED	ordered item < scanned item
YELLOW	ordered item > scanned item

New items, Serialized and Lotted items will also be tagged to make identification more easier.

Another way to review scanned order is the check scans feature. To do this. Just select an order and then click on check scan.

This will show a more detailed result for each item scanned

Making Changes on the PO

Some changes on the Purchase Order may be needed to meet the targets

To make changes on the PO. Select the Purchase order and then under PO details window , click on the section that needs to be edited

Uploading the Data back to BVESS

Once all items are received the update can now be sent back to the accounting package. To send the data back to the accounting package click on the UPLOAD to BVE button.