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How to Use Purchase Orders


ASF’s Inventory Management comes with the ability to create and manage purchase orders. This will not be a function that you will be required to use, and you should only use it if you are going to be tracking your inventory and inventory purchases.

Start by navigating to the Purchase Orders section, which is the middle icon at the top of the page.

Navigate to Purchase Orders

The default screen will show your current active purchase orders. You can use the search bar to search for a specific order, and you can also filter using the Active, Completed, and Cancelled toggles. To start a new purchase order:

  1. Click the + icon in the top right
  2. First you will need to fill in the Order Details. Any required fields will be indicated by a *
  3. Next, select the item(s) you are ordering from the item list. You can either search for a specific item using the search bar, or scroll through the list to find the item
  4. Lastly, you will need to fill in the Quantity Ordered and Per Item Cost. Per Item Cost will fill in automatically if you set the Item Cost in the Item Settings, but this can also be manually overridden if needed.
  5. Once everything is added, click Save. This will add the purchase order to your Active orders
Starting a New Purchase Order

Starting a New Purchase Order

You can click on the purchase order to expand it and see more details, such as:

  • The PO number
  • Vendor
  • Total order value
  • Expected receive date and the date the order was placed
  • Who created the order
  • The shipping cost
  • The items that were ordered


You can also make edits here. You can make changes to:

  • The shipping cost
  • The Order Status. Use this to mark the order as Completed, Cancelled, or Partial Receipt.
  • The number of each item received
  • The order notes

You can also add new items to the order by clicking Edit, or remove items from the order by clicking the - button next to the item. After making any changes, be sure to click Save.

Viewing an Active Purchase Order

Viewing an Active Purchase Order


If you want to print this purchase order in order to send it to the vendor, you can do that using the Print option in the top right.

  1. First, select the Active purchase order you wish to print. This list will only house Active purchase orders
  2. Next, fill in the shipping information. You can do this manually or click the Use Club Info This will populate the fields with the information for your club that is in the ASF system.
  3. Finally, click Print


Completing a Purchase Order

Once you receive the items from the purchase order, you will need to edit the Active order to make sure the item quantities are updated. To do this:

  1. First select the purchase order from the list of Active orders
  2. Under Edit Received, enter the amount of each item that you received. Make sure these are accurate as this will be how the software updates your current inventory
  3. In the Order Status section, change the status from Active to either Complete, Cancelled, or Partial Receipt. Partial Receipt will be used if you only received some of the items in the order.
  4. Finally, click Save
Completing a Purchase Order

Completing a Purchase Order


To view this completed order, you will need to select the Completed toggle from the top of the page. You will also see the Purchase History update in the Inventory tab of each item.

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