Create Your First Vendor, Purchase Order, & Receive Inventory
This guide is part of our Quick Start series designed to help you get a handle on the core workflows in Digit and achieve a quick win. Now that you've successfully fulfilled your first Sales Order, we’ll show you how to create a purchase order for a restock and receive the items, with the minimum inputs required to get the job done at lightning speed.
The Ducky Delights Story, Part 4
The order from Mom & Pop's Pup Shop meant that Ducky Delights was running low on tennis balls. It was time to restock!
Ducky's human created a Purchase Order in Digit for their supplier, Super Supply Ball Store, to order another 1000 tennis balls. When the shipment arrived, they marked the purchase order as "received," and Digit automatically added the new tennis balls to their inventory.
Video Walkthrough: Create Your First Vendor, Purchase Order, & Receive Inventory
Video Transcript
Video Transcript
0:01
Now that we've made our first sale, let's go ahead and restock our tennis ball to stay ahead of demand First we'll want to click on our tennis ball and make sure that we are a bi-type Next we want to go to vendors and we can add a new vendor If we don't already have a list of vendors to choose from,
0:22
we can add one now I'll add the soup Supply Ball Store.
0:34
Down here we can give it an address and add the account. Now we can select it as a vendor for our tennis ball and let's make sure we associate the address with it as well.
1:01
If our vendor has a specific skew for the ball we can add that now. We'll purchase them as each is and we're going to get them for 25 cents each.
1:16
And let's imagine that they have a minimum order quantity of 500. So we can save all of this information here.
1:22
Now that we have our item vendor association, we can go and create our purchase order. Let's click over into the purchase order's view.
1:32
Click Create Purchase Order. Now on our vendor list, we'll select our SuperSupply Ball Store and confirm the address. Then when we scroll down, we can click on browse to select our tennis ball item and select add items.
1:52
Now we can enter in the amount that we want to get. Let's go ahead and order 1,000 balls so that we have plenty for our next few sales.
2:01
The unit cost will be pulled in from our item vendor association and that'll add up to the total here. can optionally fill in any of the other information here, but we have enough to create our order.
2:14
So I'll create our purchase order now. If you want, you can print it. If you have a contact associated with your vendor, you can save and send it, but for us, I will just save it.
2:25
Now we can see our purchase order in the purchase orders tab and you can scroll over and see more of the information about it including that it's awaiting shipment.
2:35
Let's imagine it's been a day or two and with rapid shipping we're able to go and receive our items. Let's click over into the receiving tab.
2:46
Here you can see it shows that we have purchase order one that we are awaiting shipment for. Let's click into the receive number for this purchase order.
2:57
This will show information from the purchase order again as well as new action buttons to accept or reject the quantity.
3:05
Assuming everything has gone correctly, we'll go ahead and accept the full amount that we received. We'll say that it is come in a box and we'll ignore the tear weight for now.
3:18
And then we'll come down, assign it to our bin location for general inventory, save and print. Now we have restocked and we're ready to go to sell more tennis balls.
3:31
The label that has been printed out we can apply to the box that we just received and then if we scan it later we'll be able to look up information about this inventory where it was received its full source and traceability.
3:46
This is also the way that we would scan it in to our next sales order. And with that, we can return again to our inventory screen to see that we now have additional inventory in stock.
4:03
We can also view inventory by items to see it sum depth across all inventory labels.
Step 1: Update Your Item
Navigate to your item: Find and click on the name of the item you want to restock.
Confirm item type: In the item detail view, scroll down to Item type and make sure the Buy option is selected.
Add a vendor: Click on the Vendors tab at the top of the screen. Here you can either select an existing vendor from the dropdown or click Add a vendor to create a new one. You'll need to add a name and address for the new company. Once the vendor is added, select it from the dropdown.
Add pricing and quantity details: Enter the Vendor SKU (if applicable), Default purchase UoM (Unit of Measure), Default purchase price, and Minimum order quantity (MOQ). Click Add vendor for this item to save the changes.
Exit item view: Click the
Xin the top right corner to close the item view and return to the main dashboard.
Step 2: Create a Purchase Order
Go to Purchase Orders: On the left-hand menu, under the Finance section, click on Purchase orders.
Create a new purchase order: Click the + Create purchase order button in the top right.
Select vendor and address: Choose your vendor and confirm the associated address from the dropdown menu.
Add items to the order: Scroll down to the Items section and click Browse. Select the item you are restocking, then click Add items.
Enter the quantity: Enter the quantity of the item you want to order. Digit will automatically calculate the total based on the purchase price you set earlier.
Create the purchase order: Click Create PO and then Save to finalize your order.
Step 3: Receive and Store Your Inventory
Go to Receiving: Once your order arrives, click on the Receiving tab under Operations.
Open the receiving ticket: Find your purchase order in the list and click on the associated receiving ticket number.
Accept the items: Click Accept on the item row to confirm the quantity received.
Choose a storage location: In the pop-up window, select the Warehouse location where you will be storing the new inventory.
Save and print: Click Save & print to save the received inventory and generate a label for the items.
Finish receiving: Click Finish receiving to complete the process.
Review your inventory: Go back to the Inventory table to see your newly restocked items and updated total quantity.
Summary
You've successfully restocked your inventory! You now know how to create a purchase order for a new vendor and receive those items into your stock. By doing this, you're not just adding numbers to a spreadsheet; you're gaining full traceability and visibility into your inventory.
Ducky's Discovery 🐾
A Purchase Order is an official request to a vendor to buy goods or services.
By logging this in Digit, you can track incoming inventory and ensure your stock levels are always accurate.
Now that your inventory is ready to go, the next step is to turn raw materials into finished products. In our next guide, Ducky learns how to create and complete a Manufacturing Order to build further items in Digit.