Creating a new Purchase Order
Purchase Order functionality enables you to purchase materials and products from suppliers, and so increase the inventory levels for items in your stock.
Read more about Purchase Order Delivery Statuses, Receiving a Purchase Order and Reverting a Purchase Order.
Katana enables adding all required items from the same supplier to the Purchase Order with just a few clicks. You will see a relevant notification on a Purchase Order card when there are other materials required from the same supplier. The required amount for each material is based on the "Missing/Excess" quantity displayed in the "Stock" screen in Katana.
Creating a new Purchase Order
You can create a new Purchase Order either through the global "+" sign or use a quick-add button on a Manufacturing Order or in the "Stock" screen.
1. Click on the global "+" sign and select "+ Buy materials".
2. On a Manufacturing Order or in the "Stock" screen, click on the "+ Buy" button at the end of the line for a specific item to create a Purchase Order for the required item. This is a quick way to create POs for materials that are required by a Manufacturing Order or for products purchased for resale, or to re-establish optimal stock levels. On this quick-add popup, you can choose to "Add other missing items from the same supplier to the purchase order".
Each Purchase Order has a delivery status, which can be manually changed by the user. Statuses trigger specific changes in the inventory and also help to monitor and manage purchasing activities.
Read more about Purchase Order delivery statuses.
General Purchase Order info
Supplier (required) - the name of the supplier for the material or product you are purchasing. When you add a line item to the Purchase Order before selecting a supplier, Katana will fill in the Supplier field automatically based on the default supplier you have set for the added item. It can be edited manually at any time.
Purchase order # (required) - the unique identifier for the Purchase Order. This is auto-generated by Katana but can be edited manually if needed. Example: PO-1, PO-2.
Expected arrival - the date when the items are expected to arrive (in full) in your warehouse. Can be manually edited for each Purchase Order.
Created date (required) - the date of creating the Purchase Order. The default value is set to today but can be changed manually if needed.
At least 1 item has to be added to each Purchase Order. You can add both materials and products to Purchase orders. Only those products for which you have enabled "I buy this product" functionality on the product card can be added to Purchase Orders.
Item (required) - the name of the item you wish to purchase. You can either select existing item or create a new item by typing in a material name and selecting "Create new: [material name]". Only materials can be created via this flow on the Purchase Order. Read more about Creating a new material. Note that the field value is a combination of Variant Code, Item name and Variant Option values (e.g. "[M-1] MyMaterial / White").
Quantity (required) - the amount of the item you wish to purchase. The Unit of Measure for the item can be set and edited on the item card. The maximum of 5 decimal places is allowed.
Price per unit (required) - the default Purchase Price (excluding tax) set on the item card. This can be manually edited on each Purchase Order.
Tax % - the applicable Tax rate (e.g. VAT, GST) for the line item. Select a tax rate from the drop-down menu. You can manage default Tax rate, edit, create and delete Tax rates in Settings -> Tax rates.
Total cost = Quantity * Price per Unit. A calculated field, cannot be manually edited.
The Purchase Orders card in Katana does not include the address info for your company or the shipping address of a specific Location, but address info is displayed when the Purchase Order is printed. Read more.
Adding other missing items
Katana makes it easy to create a single Purchase Order for all items required from the selected supplier.
When you add a Supplier to the Purchase Order, Katana will check the stock status for all materials and products purchased from this supplier (based on the "Default Supplier" value defined for the item on the item card).
If there are items with negative "Missing/Excess" values in "Stock" that are not yet included in the Purchase Order, Katana will display a notification at the bottom of the page.
Click "Add them..." to open the list of all missing items from this supplier, where you can choose to add them to the Purchase Orders individually or add all missing items with a single click.
New items will be added and quantities for existing items will be updated on the Purchase Order to reflect the missing quantities in your stock.
You can add any comments to the Purchase Order. For example, specific instructions to purchasing personnel, any purchasing details, any reference numbers, references to the location of relevant files etc.
To insert a line break in the commenting field, click Shift + Enter.