Vendors and purchase orders | Help | ASF Payment Solutions

Setting up vendors #

Vendors are the suppliers you order from. Adding them to the system lets you link purchase orders to the correct source.

Adding a new vendor

From the Inventory Management main screen, select the Inventory Setup icon and choose Vendor to see active vendors.
Click the + icon to create a new vendor entry.
Enter the Vendor Name and set the Status to Active. All other fields are optional.
Click Save.

Add Vendor form with Vendor Name and Status fields required, other fields optional. — Adding a new vendor in Inventory Setup.

Editing or deactivating a vendor

Click Edit on the vendor card to modify information. To deactivate a vendor, change the Status from Active to Inactive. Toggle the page view to see inactive vendors when needed.

Using purchase orders #

A purchase order (PO) records your intent to buy products from a vendor before the stock arrives. POs track expected quantities, costs, and delivery dates.

PO statuses

Active: Order placed, not yet received.
Completed: Received, verified, and accepted into inventory.
Cancelled: Order you decided not to fulfill.

Creating a purchase order

From the Inventory Management screen, click the Bars icon to open Purchase Orders.
Fill in the order header fields: Order Status, Purchase Order Number, Vendor, Expected Receipt Date, Shipping Cost, Order Placed By, and any Notes.
Select inventory items from the center list and enter quantities and per-item costs.
Click Save.

Purchase Orders main screen showing Active, Completed, and Cancelled tabs with the Add PO button. — Purchase Orders screen with status tabs.

Add Purchase Order form with header fields for vendor, date, shipping cost, and item selection area. — Add Purchase Order form with item selection.

Completing a purchase order

When a shipment arrives, record actual received quantities to update your inventory count.

Open the Active PO from the Purchase Orders screen.
Enter the actual received quantities in the Edit Received column.
Change the Order Status to Complete.
Click Save.

Important: Completing a PO cannot be undone. Verify all quantities before saving.

Active purchase order with Edit Received column showing entered quantities before marking Complete. — Entering received quantities to complete a purchase order.

Cancelling a purchase order

Open the PO from either the Active or Completed list, change the Order Status to Cancelled, and save. If you cancel a completed PO, the items are removed from your inventory count.

Where to go next #

To add or edit the items you order, see Manage inventory items.
For a full setup overview, see Getting started with Point of Sale.

Need help? #

Contact your ASF account manager at clientsupport@asfpaymentsolutions.com or (301) 304-8841.