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Inventory Order

The Inventory Order module of Venue Inventory is where orders are placed to replenish inventory. This module pulls and shares data with other Xenial Cloud services such as Data Management and Xenial Cloud Portal.

Inventory Order Permissions

Xenial Cloud Portal User Management Roles

The Inventory Order module has the following permissions:

Permission

Description

View

View inventory orders

Add

Create new inventory orders

Edit

Edit existing inventory orders

For information on Roles and assigning Permissions, see Roles and Define Role Permissions..

Inventory Order List

Xenial Cloud Portal 4-Dot Menu Venues Inventory Inventory Order

From the Inventory Order List:

  • View a list of all existing orders;

  • Search and sort orders by any column;

  • Arrange columns by dragging and dropping the column.

  • Select an order directly to edit an order.

The Inventory Order List displays:

List Header

Description

Purchase Order No.

System-created purchase order number.

Vendor

Vendor for the order.

Order Date

Order date.

Delivery Date

Expected delivery date.

Grand Total

Grand total of the entire order.

External Ref. No.

External Reference Number.

Invoice No.

Invoice Number

Status

Order status (view only)

Inventory Order Statuses

Xenial Cloud Portal 4-Dot Menu Venues Inventory Inventory Order

Inventory Order statuses are as follows:

Status

Description

Actions

Open

Saved inventory order not yet submitted

  • Edit

  • Submit

  • Discard

  • Cancel

  • Print

  • Export PDF

Pending

Submitted inventory order

  • Update Received Quantities

  • Update Received Unit Cost

  • Accept

  • Reject

  • Print

  • Export PDF

Completed

Received inventory order

  • View

  • Print

  • Export PDF

Canceled

Canceled inventory order

  • View

  • Print

  • Export PDF

Rejected

Rejected inventory order

  • View

  • Print

  • Export PDF

Create New Inventory Order

Xenial Cloud Portal 4-Dot Menu Venues Inventory Inventory Order

The New Inventory Order module pulls information such as Vendors and Inventory Item from Data Management, and Sites from Xenial Cloud Portal.

The system-created order number appears in the upper-left, next to the Order Details title.

To create a new inventory order:

  1. Navigate to Venues Inventory.

  2. From the menu on the left, select Inventory Order.

  3. From the upper-right of the Inventory Order List, select New Inventory Order.

  4. From the Vendor dropdown, select the vendor name.

  5. From the Warehouse dropdown, select the warehouse.

  6. To the right of the Order Date field, select the calendar to choose the order date.

    • Alternatively, select the order date field to manually type the order date.

  7. To the right of the Delivery Date field, select the calendar to choose the delivery date.

    • Alternatively, select the delivery date field to manually type the delivery date.

  8. In the External Order Number field, type the vendor order number.

  9. In the Invoice Number field, type the invoice number.

  10. In the Item List area, the available order items appear. To the left of the item(s), select the arrow to expand the menu.

  11. In the Quantity field, type the order quantity— the Unit Cost field pulls information from Inventory Item and the Total Cost field automatically calculates.

  12. Repeat Schritt 10 and Schritt 11 for each order item.

  13. In the Totals area, view the quantity ordered and the order cost for each general ledger account.

  14. From the upper-right of the page, use the Save dropdown to select Save and Submit.

    • Alternatively, select Save to save the order progress without submitting.

  15. From the lower-right of the confirmation, select Save.

Accept or Edit a Pending Inventory Order

Xenial Cloud Portal 4-Dot Menu Venues Inventory Inventory Order

When an Inventory Order is marked as pending, Items List fields such as received quantity and received unit cost, are editable.

To accept or edit a pending inventory order:

  1. Navigate to Venues Inventory.

  2. From the menu on the left, select Inventory Order.

  3. From the Inventory Order List, select the Inventory Order.

  4. Scroll to the Item List area.

  5. Review the Quantity Received field. If the quantity received differs from the initial ordered quantity, type the updated quantity received.

  6. Review the Received Unit Cost field. If the unit cost differs from the initial unit cost, type the updated unit cost.

    • If the received unit cost differs from the initial unit cost, and the vendor is marked as preferred, the unit cost updates for the inventory item in Data Management.

  7. Scroll to the Order Summary at the bottom of the form and review the costs.

  8. If necessary, in the Delivery Fee field, type the updated delivery fee.

  9. If necessary, in the Sales Tax field, type the updated sales tax.

  10. From the upper-right of the page, select Save.

    • Alternatively, if all inventory order items are received, select Accept.

  11. From the lower-right of the confirmation, select Save.

Reject a Pending Inventory Order

Xenial Cloud Portal 4-Dot Menu Venues Inventory Inventory Order

To reject a pending inventory order:

  1. Navigate to Venues Inventory.

  2. From the menu on the left, select Inventory Order.

  3. From the Inventory Order List, select the Inventory Order.

  4. From the upper-right of the page, select Reject All.

  5. From the lower-right of the confirmation, select Save.