Customers can use the Purchase Order section to input bulk product inventory quantities and costs into their Blaze account.
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mportant: Inventory is only checked in once a purchase order is set to "completed". Your vendor should be set as your provincial distributor or licensed producer.
The purchase orders section is used as an internal tool to record and track external purchase orders/invoices. The benefits of tracking purchase orders include:
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Tracking all product purchase history
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Tracking ordered and received product quantities
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Importing inventory quantities
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Importing wholesale costs
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Identifying missing products from the product list
How to create a purchase order
To create a purchase order, follow the five main steps below.
A. Prepare purchase order details
B. Add product information
C. Input inventory quantities and costs
D. Purchase order payment
E. Update the purchase order status
A. Prepare purchase order details
Ensure that you've provided all the necessary information in your purchase order. This will allow you to find and reference specific purchase orders later on. You can also pre-create your purchase order in order to save time once products arrive on site.
1. Click on the Purchase Orders sidebar tab.
2. Click on the Add purchase order button at the top right corner.
3. Fill in the top portion of the purchase order with basic information.
If you have multiple locations, be mindful of which location you are sending the inventory to.
Important: Your vendor should be set as your provincial distributor or licensed producer (OCS, BCLDB, AGLC, etc.).
Note: Taxes should be what you are paying your vendors. The purchase order date will always be the same as the payment due date. Once products are added, you can enter them in the paid field.
B. Add product information
Once a product is added to your product list, you'll be able to add it to purchase orders. You can start adding products using one of the following methods:
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Add product: Type the product you want to add to the purchase order list. You can search by SKU, product name, or barcode. After identifying the product, click to add it to the product list.
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Scan barcode: Scan the barcode of an individual product. Please make sure your USB barcode scanner is connected.
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Import: To upload your purchase order information. (This will be sent via email from the province if you are in ON, BC or AB.)
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NOTE: If you are importing cannabis products, ensure you are importing the correct file.
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Ontario customers will import "ASN.xls" of "ASN.xlsx" (Advanced Shipping Notification)
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British Columbia customers will import ASN (.xml), order confirmation (.xls, .xlsx)
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Alberta customers will import Order confirmation ([Order number]_PackList.xlsx)
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For other customers, you will choose "Template" and not "Province" after choosing import.
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For more information about importing purchase orders, refer to the Purchase orders article.
C. Input inventory quantities and costs
Once a product has been added to the purchase order, you will need to enter the following information:
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Quantity ordered (individual units, not master units)
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Quantity received (individual units, not master units)
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Lot number (if lot tracking is enabled for the product) *AB customers
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Lot quantity (if lot tracking is enabled for the product) *AB customers
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Cost per unit. Learn more about how wholesale costs are calculated here.
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Total cost
If the products are lot tracked enabled, then you will be unable to edit the quantity ordered, quantity received, and the lot information.
D. Purchase order payment
1. Fill in the bottom portion of the purchase order.
2. Click on the “Add fee or discount” button to enter shipping and/or discount fees. And check off the tax box if the fee is taxable. Note: For discounts, enter in the quantity followed by a minus or hyphen symbol.
3. Ensure your subtotals, taxes, totals, and amount owing is accurately inputted into the system.
E. Update the purchase order status
There are 4 statuses that purchase orders can fall within:
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Pending (default, still editing)
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In progress (products are on the way)
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Completed ("quantity received" checked into inventory)
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Cancelled (cannot edit)
If you leave the purchase order in "pending" or "in progress", you’ll be able to come back to the purchase order and edit it prior to submitting "completed".
Important: Only when the purchase order is set to "completed" will all the product inventory quantities be inputted into your dashboard.
Viewing purchase order reports
For an in-depth purchase order report, click on Reports > Financial > Purchase orders. Both of these reports can be downloaded by clicking the Export buttons.
You can also export your purchase order list from the purchase order page. Click on Purchase Orders > Export. This will download a .csv file containing your purchase order list and information.
Troubleshooting
Wrong product cost
If you entered the wrong cost for a product, it can be edited anytime, even after completion. BLAZE will update your wholesale cost accordingly.
Wrong product quantity
If you entered the wrong quantity, you can edit the completed purchase order as long as the product is not lot-tracked. If the product is lot-tracked, you must add a new partial purchase order with the correction.
Forgot to add a product
If you forgot to add a product to a completed purchase order, you can edit a completed purchase order with the new product. BLAZE will add that inventory automatically.
Editing purchase orders
Purchase orders can only be edited in the current month. Customers cannot edit purchase orders from the previous month due to compliance issues. To edit please perform an audit to update these values.
The wholesale cost is not populating from Purchase Order to product edit page
Ask the following questions:
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Is your "Inventory Cost Calculation" setting (Settings>Inventory) set to "weighted average"?
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When you created your purchase order, were the costs entered as $0 for these products?
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When you edited the completed purchase order with the correct costs, did you review the pop-up warning?
When your settings are set to “weighted average”, BLAZE will only update the products' costs on the initial purchase order completion. So if the products' costs were entered as $0 on the completed purchase order this would have caused the wholesale costs to populate as $0 or "-" on the products' edit page.
However, if you edit the costs after the purchase order was completed, you should see a pop-up warning to prompt you to update the wholesale cost directly on the products page. By using the warning pop-up, you can be redirected to the product edit page to update the wholesale costs.
The Cost per unit box is outlined in red
This is a reminder to check your retail price because your cost per unit is currently higher than your retail price which will result in negative margins.