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How do you track purchase orders? Are you using excel spreadsheets to record data? Although this manual tracking method is simple and effective, it cannot be denied that there are some cons to consider, such as incidents of misplacement and damage, poor compliance and auditability, lack of inventory accuracy and consistency, and lack of visibility. If you have one of these problems:

  • Don’t know when to order products from suppliers
  • Don’t know how many products to order from suppliers
  • Take a lot of time and effort to handle paperwork
  • Look for a more professional solution for PO tracking
  • Look for a Magento-native PO tracker

Magestore Purchase Management PWA is the best solution for your business.

Key benefits

  • Identify exactly when and how many to reorder from suppliers
  • Manage purchase processes effectively and professionally
  • Manage product position flexibly with bin locations
  • Optimize inventory accuracy and minimize human errors
  • Manage your stock with multiple UoMs
  • Use diverse devices flexibly
  • Pay once and use your solution for life
  • Save your employees time
  • Streamline your stock

Key functions

  • Native to Magento
  • Customize solutions to fit unique needs
  • Sync inventory information in real time
  • Add new suppliers
  • Assign products to suppliers
  • Manage product threshold
  • Forecast purchasing quantity from Reorder point and Sales speed
  • Manage Purchase Order
  • Send PO to suppliers and receive PO in Bin location
  • Configure staff permission
  • Convert purchase UoM into stock UoM
  • Manage receive history
  • Create goods receipt notes

How Magestore Purchase Management PWA simplifies inventory management procedure

purchase order process

Set up UoM

With PO tracking software, you can add units of measurement for all products in the inventory quickly and smartly. Besides, with the base UoM you set, the system automatically updates and converts Stock UoM into Purchase UoM. This Purchase UoM informs you how many items to order from suppliers and the reasonable time to order from them.

Manage threshold

manage threshold

If you had to calculate your inventory and estimate when to replenish the stock, now our Purchase Order Management system can help you. With the app, you can view stock quantity on hand and the sales speed of products in a custom period.

In addition, you can edit the threshold quantity and update the Notify Qty field in the backend. The threshold level here can be considered the safety-stock level. Once the inventory reaches threshold levels, consider creating the supplier request.

Create Supplier Request

supplier request

To create a new PO, click > New Supplier Request > select a Supplier. The system will show the list of all products assigned to the supplier and calculate Suggest quantity based on in-stock quantity, incoming, threshold, and UoM conversion rate.

Add product to Supplier Request

purchase order

Supplier Product

Here you can see all the products in the Supplier Product list you have added before. You select the product you want to add to order and click Add product to order.

Supply Needs Products

supplier needs

Without a tool, it is tough for managers to control out-of-stock situations and supply needs. Thus, this is a perfect function to help you forecast your needed inventory levels based on previous sales. The system can predict the Supply Needs quantity to purchase in the future based on sales velocity in a custom period, incoming quantity, supplier lead time, and quantity on hand. Besides, your staff can select products from the Supply Need Products page > Add Products to Order.

Add Custom Product

custom product on PO

There is a case that for some reason, the product you want to order does not exist on the list, maybe because it is a new product that you haven’t sold before, so they are not in your database yet. This task will take you some time to create that product on Magento, then add the product to the product list. To simplify this process, you can create a custom product right on the Magestore Purchase Management system.

Send PO to suppliers

After you have added all the products and filled in the price and quantity you want to order from your supplier, you can send an email to the supplier as a quotation.

send purchase order to supplier

You can also print a Supplier Request PDF and email a pending request to the supplier as an RFQ. When the supplier has approved the quotation and is ready to send the product to you, you can confirm the Supplier Request and wait for the products to arrive.

Receive product

Go to the Receive product page to see all the ordered products. You can fill in (or scan the barcode on the product to count) how many products you have received this time. Then click Receive, so the system will create a Receive Note and increase the quantity of product in your warehouse. You can click Receive All to receive all remaining products in the order automatically.

receipt note

Click View Details to view Order information, add some details like ETA and Comments, and view Supplier Information and Activities History. In the History section, you can select a Receipt Note to view details, including received products and locations, and download CSV or PDF for that receipt note documentation.

Complete order

After you have received all the items, you can click on the Complete button to complete this supplier request.

Conclusion

If your business is growing or you’re dealing with more complicated purchasing workflows, you need to find the right centralized purchase order management solution as soon as possible. With an advanced management tool, you can optimize store operations, save time, and manage your retail stores smoothly.

Magestore Purchase Management App simplifies the retail purchase order process, from controlling supply needs to creating and sending purchase orders to your suppliers. Let our expert team work with you to find the solution that fits your business. Together we can streamline your purchasing efficiently and effortlessly.

Katie Nguyen

Author Katie Nguyen

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Best POS (Point of Sale) System

A complete omnichannel POS for Magento retailers
Sell online or in your physical stores seamlessly with real-time data synchronization.

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What is Magento POS

A Magento POS (point of sale) system is software integrated with the Magento platform to synchronize data between your online and offline stores and facilitate retail operations. Magestore POS is a web-based and Magento-native POS which requires at least one Magento website to work.

Who needs Magento POS system

The Magento POS system is developed for retailers with both Magento eCommerce websites and physical stores, and want to use the Magento website as a centralized place to manage all sales data and sell both online and offline.

Some features of Magento POS system

A basic Magento POS can work as a cash register to create orders, add discounts and taxes, print receipts, and manage sales. But a complete Magento POS system can assist you with more advanced tasks, such as inventory control, supplier management, loyalty programs, etc.

Why use Magento POS

  • Magestore POS is native to Magento and is installed directly on your Magento backend without third-party plugins, to inherit all Magento's power.
  • You can use our Magento POS on multiple devices, web browsers and create unlimited accounts without extra fees.
  • All data stay safely on your side, and your POS doesn't have to rely on third-party servers to work.
  • You only need to pay once for the POS license and get full ownership of the solution.

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After you complete the registration form & schedule a meeting with us, we'll contact to ask for your confirmation. This demo session is completely FREE & requires no commitments.

1. Where we'll discuss

We do screen sharing, so the demo will be conducted using Google Meet.

2. What we'll do

Our specialists will guide you through the POS solution and answer any questions you have. All to see if our POS system fits your business requirements.

3. What you'll get

  • A LIVE demo session to see how Magestore POS works
  • A FREE demo site to explore every product feature
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4. Additional information

  • A demo typically lasts for 45 minutes, but we can adjust the duration based on your needs
  • No preparation required but it's nice to have your requirements clear
  • Additional team members are welcome to join
  • If you want to see how Magestore POS works in reality, you can contact one of our customers and ask for their experience
  • Magestore doesn't do cold-calling, we only contact you on request.

Magestore | POS for Magento

About the Magento platform

1. What is Magento?

Magento is an open-source platform that helps retailers create eCommerce websites, released on March 31, 2008, by Varien and developed on Zend Framework. In 2018, Adobe acquired Magento with a price of $1.68 billion. There are currently about 270,000 eCommerce websites running on Magento in 2022.

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Most of our customers say Magento is speedy and more customizable than others; it is suitable for medium and large enterprises or fast-growing businesses with complex requirements/customizations.

Not sure if you're using Magento, check your website here!

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  • If you are new to Magento or searching for eCommerce platforms, you can explore more about Magento in this article.
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