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Purchase Orders

Learn how to create, manage, and receive Purchase Orders in Bravo with vendor tracking and inventory updates.

Last Updated:  3/21/2025

Purchase Orders help manage inventory and track vendor restocking. Access depends on your pricing plan. Contact a Bravo representative to enable this feature for your store.

System Configuration

  • Employees need proper security settings to access the Purchase Order feature in Bravo.
  • Below are the security options for Purchase Order actions, which can be either Allowed or Not Allowed:
  • In Dashboard, go to System Configuration > Employee Settings > Main Menu > Inventory > Purchase Orders
  • Allowed - Manage purchase orders freely.
  • Manager Approval - Approval needed to access Purchase Orders and create/update them.
  • Allowed - View SKU details.
  • Manager Approval - Approval needed to view SKU details.
  • Edit SKU Levels
  • Allowed - Edit reorder points, desired SKU levels, add SKUs, and modify SKU details.
  • Manager Approval - Approval needed to edit reorder points, add SKUs, and modify SKU details.

You can begin by watching the video, Understanding Purchase Orders below.

Instructions

  • To access the Purchase Orders, from Dashboard select Inventory from the side menu and then Stock Management.
  • The default tab on the Stock Management screen is Purchase Orders.

SKUs 

  • To manage your SKU reorder points and levels, select SKUs from the right panel of the Stock Management screen with the Purchase Orders tab selected.

Glossary terms for the SKUs screen

  • SKU Number - The inventory number for the SKU.
  • Description/Tag Description - The description of the SKU set by the store.
  • Location - The location of the SKU items.
  • MSRP - The manufacturer's suggested retail price for the SKU item.
  • Price - Your store's price per SKU item.
  • On Hand - Current inventory level for the SKU. Includes In Stock, On Layaway, and In Transit Out.
  • In Stock - Quantity available to be sold right now.
  • Reorder Point - When the quantity In Stock reaches this level, re-ordering is triggered.
  • Desired Level - This is the quantity you want to restock to when you re-order.
  • On Order - The quantity of items on order that have not been received.
  • In Transit Out - Quantity in transit to other stores that the stores have not yet received.
  • On Layaway - Quantity currently on layaway.
  • Suggested Reorder - Equal to [Desired Level - (In Stock + On Order)]
  • Vendor - The selected vendor from the last time an order was placed for the SKU.

Searching and Printing tags for SKUs

  • Search for a SKU by entering its inventory number or UPC in the search field.
  • You can also find SKUs by selecting Ad Hoc Reporting and searching by category or description.
  • To print tags for multiple SKUs, hold the Ctrl key and select the SKUs, or hold Shift to select a range.
  • Click Edit SKU Levels to change SKUs, reorder points, and desired levels.
  • The Edit mode will allow you to change the reorder point or desired level of an individual SKU. 
  • You can also Print the List, Edit Stock or Edit Bucket, and Create Stock or Create Bucket.
  • Desired Level must exceed Reorder Point. These values are specific to each store, so changes won't affect other stores.
  • In Edit mode, select a SKU from the list and click Edit SKU on the side menu to modify the Description, Retail Each, Price Each, and UPCs for the SKU.
  • The Category can be changed only if the SKU's On Hand quantity is zero in all stores. Changes in the Edit SKU dialog apply company-wide.
  • Click Review Pending Changes to view unsaved SKU changes. To save them, click Save.
  • To add a new SKU, click Add SKU.

 

  • The Add SKU window allows you to create a new SKU without having to exit the PO screen for System Configuration. 
  • This SKU will be available to the entire company.

 

Creating Purchase Orders

  • To create a new purchase order, go to the Purchase Orders tab in the Stock Management screen and click Add Purchase Order on the right panel.
  • To add items, search for a SKU or UPC in the center of the screen. The order list will show the SKU number, Description, Price, and In Stock quantity.
  • Under Part Number, enter the vendor's part number. If you've previously ordered the same SKU from the vendor, Bravo will auto-fill the most recent Part Number used.
  • When more than one match is found for a SKU or UPC search, the Stock Search page is opened.

On this page, you can:

  • Filter available search results via Filters panel on the left
    • The Filters panel contains filters for Category, Make, Model, MSRP, Price and Average Unit cost.
    • By default, filters are minimized. You can collapse and apply any of them by clicking a corresponding control.
    • The Clear Filters button will remove any filters applied and return the initial search results for the search query.
  • Add SKUs that to the Purchase Order
    • To add SKUs, check the box in the upper left corner of one or more of the SKU detail cards, then select Add. This will add the selected SKU(s) to the Purchase Order, then return you to the Purchase Order screen.
  • Proceed to Catalog Search to find the items in Bravo and external vendor catalogs

To increase the Ordered Qty and item Cost, the Total will update accordingly.

  • Add SKUs and input the amount and cost to raise the Total in the order's upper section.
  • Selecting a line item will show similar details in the left panel, but the Purchase Order screen will display a "New Average Cost" instead of the total cost, reflecting the average cost after receiving the order.

The upper portion of the screen is where you set or view the following:

  • Total Cost - Cost of the ordered items, without accounting for shipping, discounts, or taxes.
  • Total Quantity - Total number of ordered items.
  • Shipping Terms - The expected shipping method to be used by the vendor when the items are shipped.
  • Payment Terms - The payment method you are using to pay the vendor.
  • Ordered Date - The date of order placement with the vendor.
  • Expected Date - The date you expect to receive your ordered items.
  • Shipping amount - The cost of the shipping service for your ordered items.
  • Other (+/-) - Order cost adjustments that do not match up with any of the other specified cost categories.
  • Discount % - The percentage and dollar amount of any discount that the vendor is giving you off of the original item cost.
  • Tax - The tax amount on your ordered items.
  • Total - The sum of charges associated with the order.
  • Pre-Payment - The amount you pre-paid to the vendor when the order was placed.
  • Shipping Note - A free-form text area to keep notes about the shipping details. For example, you can keep a note that the order will be shipped in two separate packages.
  • General Note - A free-form text area to keep notes about the order in general. For example, you can keep a note about who you spoke with when you called the vendor to place the order.

All of these fields can be left blank when a purchase order is created.

  • Click on the Select Vendor button on the left to search for and select a vendor for the purchase order. 
  • Search for a vendor and Select the correct vendor from the Vendors Found window.

 

  • You can save the purchase order as "NEW" or change its status if it has progressed beyond the initial item listing. NEW orders will show on the Purchase Orders screen under the New filter on the right.

 

Purchase Order Form

  • On the Purchase Order screen, click the Print PO button to view the Purchase Order Form.

 

  • This form shows all vendor information from the Purchase Order screen, which you can save as a PDF or print for your vendor.

 

Ordered Purchase Orders

As long as there is at least one SKU with a positive Ordered Qty, the purchase order Status can be changed from "NEW" to "ORDERED".

  • In order to save the Status change, you will also be required to fill in the Shipping Terms, Ordered Date, Shipping, and Tax. 

 

  • Purchase orders with the "ORDERED" Status will appear on the Purchase Orders screen under the Ordered filter from the right panel.

 

Checking In and Receiving Orders

  • Change the Status of the order to CHECK-IN when you receive the order and are ready to verify the receipt of the purchase order items.

 

  • In this Status, you'll see columns for Status, Received quantity, Quantity ordered, and Total Check-In value instead of editable Part Number and Ordered Qty, along with read-only In Stock quantity and Total cost.
  • The "SKU or UPC to Add" field will change to "Item Number to Receive," allowing you to scan UPCs or enter the SKU number to receive. 

 

  • To account for received SKU items, you can manually adjust the Received quantity or enter the SKU/UPC in the "Item Number to Receive" field to increment the quantity by one with each scan.
  • You can also modify item costs while the purchase order is in "CHECK-IN" Status. As you check in items, the SKU status will change from "Not Received" to "Partially Received" and finally to "Completed" as all ordered quantities are received.
  • Click Add to Inventory on the right panel.

 

  • This changes the purchase order status to "RECEIVED," updates the quantity with the previously received amount, locks the Cost column, and alters the Total Check-In column to reflect the total of Cost and Quantity.
  • This is equivalent to manually setting the status to "RECEIVED." "CHECK-IN" orders are shown under the Purchase Orders screen with the Check-In filter, while "RECEIVED" orders are under the Received filter.
  • Reverting from "RECEIVED" to "CHECK-IN" resets the Received column to zero, allowing you to receive any items not previously checked in.

Complete an Order

  • As long as at least one item is checked in/received, you can change the Status to "COMPLETED".
  • This will cause the order to display the same information as an order in the "RECEIVED" Status, but the order will drop from the Received filter of the Purchase Orders screen.
  • Once you mark the order as "COMPLETED" and save this action, you cannot go back and change the order.