If you have made it this far through the Cobalt Connect system then that hopefully means your business is running smoother than ever! So congratulations, you are slowly becoming a Cobalt Connect master.
At this level, you are probably starting to wonder about managing the orders that you have been putting through the system. Well, you have nothing to worry about because managing your orders is about to become simpler than ever.
To start managing your P.O.s click into the Purchase Order Module. You will first see the Purchase Order Dashboard which is split up into three sections. Your Purchase Order Summaries, of course, arranged by the newest to oldest. Purchase Order Detailed is organized by the products you’ve recently ordered and the distributor to help you make quick reorder when necessary. Finally, we have Draft Purchase Orders which is, you’ve probably guessed, where you can find a list of all current draft P.O.s.
When you are receiving an order you will be clicking into a P.O. from the Purchase Order Summary. If you do not see the P.O. you are looking under the initial list on the Purchase Order Summary page because it is a bit older, you can click View All to see all your orders from within the last week, thirty days, a year, or a custom amount if you’d like. When hitting view all you will also see a column for the status of the orders. They will be labeled Submitted, meaning that the order has been sent to the distributor and is under review, or Completed, meaning that you have accepted the products into the inventory and everything is updated. Whether you click into the P.O. directly from the Purchase Order Dashboard or by finding it under View All, when you click into the order the next page will be your full Purchase Order.
Now you are going to be wondering about the status of your order from the time you order it to when it is received. So if you are just curious about what stage your order is at, then you can just scroll down to the bottom of the purchase order to see each item’s status. They will be labeled as Approved, Out-of-Stock, or invalid ID number, this way it will take out the guesswork out of the status of your orders.
Eventually, your order will arrive and on this page is where you will digitally receive your order. By entering this information into the Cobalt Connect system you will be able to have a more organized system when it comes to managing your inventory, but it will also help you keep better track of your credits for incomplete orders and bottle returns.
Once you are done checking over the items you’ve received enter the quantity into the Rec. Qty box of the purchase order. If the delivery was short of what you ordered enter the number you counted in. The Cobalt Connect system will automatically turn that into credits for you in the accounts payable section. If everything is accounted for then you can select the autofill button to save you time.
We know that you have probably had to add some additional items to the order you’ve received since first placing it, and you most likely called your distributor to have them take care of it. If that is the case, you can still add them to this P.O. in the Cobalt Connect System, just select Add Offline Order. This will allow you to search and select any item(s) you added with your distributor. Once selected add in the Qty you ordered and the amount you received and you’ll be good to go. Just know that once you select the Update Order button at the bottom of your page you will not be able to add any additional items with the Add Offline Order Option.
Since Cobalt Connect is all about making your life easier, we thought of two features to help you better organize your business, the first being the Upload Image option. In this section, you will be able to add a photo of the physical Purchase Order you received when the order was delivered. This will help you keep better track of your records and by doing this it means you will always have a back-up copy in case your physical copy is lost or damaged. The second feature is the Add Bottle Returns option that was mentioned. Select the Orange Plus sign towards the bottom of the page. This will create a drop-down where you can enter the quantity for each size bottle you may have given back to the Delivery Driver. Once the order is finalized this information will also be turned into credits under the Accounts Payable section.
Before selecting Update Order you will also need to enter in the Vendor P.O. ID number you received from the Distributor’s Delivery Employee. You will not be able to finalize the order until you have done so. Once everything is all set and submitted the inventory you’ve received will update in about fifteen minutes and then you are all set! New inventory items added to your system in minutes and you can focus on other important aspects of your day.