New Purchase Order Features

Long overdue is a revamp of the way BarSight handles your restaurant expenses. We've recently heard from our clients that wanted more of a Purchase Order system, rather then jut expense tracking. So we hit the drawing board hard and have come up with a massive improvement to our Accounts Payable module that we think everyone will enjoy.

Here’s a quick breakdown of the newly added features in the Purchase Order section of BarSight:

Key Updates:

Items for POs: Before, we only allowed you to define GL accounts and their costs to a vendor invoice, now you can add named items to your order and define the GL account those items goto.
Automatic Tax Calculation: When you setup named items with a tax code, the system will automatically calculate those costs on the order.
Vendor Restrictions: You can now restrict vendors to only order specific items.
Multiple SKU Numbers & Prices: The same item can have different SKU numbers and prices across multiple vendors.
Email PO to Vendor: You can email the new PO to your vendor (with their SKU numbers) to ensure clear communication.

Step 1: Vendor Setup with Restrictions

In your vendor list, you’ll notice two new columns: Type and Items.
- Type: Indicates if the vendor is restricted or unrestricted.
- Items: Shows the number of specific items available for that vendor.
Restricted Vendors: Can only order specific items in a purchase order. You will want to setup most vendors to likely be restricted to manage purchasing better.
Unrestricted Vendors: Can order any item at any cost, such as when you're getting one-off items from a grocery store.

Step 2: Setting Vendor Restrictions

When adding or editing a vendor, you can enable Restrict to Purchasable Items.
Below this, you’ll see the item list. For example:
- For a vendor like Dairyland, you can add specific products like a 4-liter jug of 2% milk or 1L container of heavy cream.
- Enter vendor-specific SKU numbers and prices for these items. If not, the default SKU and price will be used.
- Other vendors like can have different prices and SKUs for the same items. For example, their 4-liter jug of 2% milk may have a different SKU and price than Dairyland.

Step 3: How it Works on the Purchase Order Screen

After creating a new purchase order for a restricted vendor, you’ll notice a filtered list of items available for that vendor.
The SKU numbers and prices you entered for each item will appear, allowing you to add quantities and automatically updating the total.

Step 4: Searching & Editing

You can search for items using the SKU number or item name.
If you're an admin, there will be a link to edit purchasable items for the vendor directly from the purchase order screen. Regular staff members without access won't see this option.