PO'S, BILLS AND OUTSOURCING - JUNE MASTERCLASS
Learn how Steelhead streamlines POs, bills, and outsourcing. This helps prevent overstocking or shortages, ensures clear invoicing and payment tracking, and allows you to delegate specialized tasks to experts, saving time and improving efficiency.
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Masterclass
Steelhead Masterclass: POs, Billing & Outsourcing
Identity & metadata
Video title
Steelhead Masterclass: POs, Billing & Outsourcing
Date published
June, 2025
Duration
25:07
Video type
Masterclass / Webinar
Audience
Purchasing; accounting; operations; admin
Video summary
In one sentence
This live masterclass walks through Steelhead's regular inventory workflow — assigning products and tax codes
to inventory types, issuing and receiving purchase orders, creating and syncing bills, and running an
outsourced process step from PO through shipping and receiving parts back into production.
to inventory types, issuing and receiving purchase orders, creating and syncing bills, and running an
outsourced process step from PO through shipping and receiving parts back into production.
What this video covers
Steelhead deployment leader Paul Rein walks through inventory setup — assigning a product and default
tax code to an inventory type or item, and setting a default location for new
batches. From there he issues a purchase order from a low inventory alert, adds items,
shipping fees, and sales tax, and shows the draft, issued, and fulfilled stages.
He receives the PO items with lot numbers, expiration dates, and containers, then creates a
bill from the fulfilled PO, pulls in items from a second purchase order for the
same vendor, and syncs the bill to accounting.
The second half covers outsourcing: moving parts into an outsource process step, creating a PO
and assigning a vendor, tracking parts through Awaiting PO, Awaiting Shipper, Awaiting Departure, and Parts
at Vendor, then receiving parts back and moving them into the next production step. It
closes with live Q&A on customizing the PO PDF tax breakdown.
tax code to an inventory type or item, and setting a default location for new
batches. From there he issues a purchase order from a low inventory alert, adds items,
shipping fees, and sales tax, and shows the draft, issued, and fulfilled stages.
He receives the PO items with lot numbers, expiration dates, and containers, then creates a
bill from the fulfilled PO, pulls in items from a second purchase order for the
same vendor, and syncs the bill to accounting.
The second half covers outsourcing: moving parts into an outsource process step, creating a PO
and assigning a vendor, tracking parts through Awaiting PO, Awaiting Shipper, Awaiting Departure, and Parts
at Vendor, then receiving parts back and moving them into the next production step. It
closes with live Q&A on customizing the PO PDF tax breakdown.
Problem it solves
Manually tracking purchasing, vendor bills, and outsourced work across spreadsheets or disconnected steps makes it
hard to see true job costs and keep inventory, billing, and outsourced parts in sync.
Steelhead ties products, tax codes, purchase orders, bills, and outsourcing status directly to the work
order, so costs and inventory stay accurate without rekeying data.
hard to see true job costs and keep inventory, billing, and outsourced parts in sync.
Steelhead ties products, tax codes, purchase orders, bills, and outsourcing status directly to the work
order, so costs and inventory stay accurate without rekeying data.
Key capabilities shown
• Assign a product and default tax code per inventory type or item for accurate billing
sync
• Assign a default storage location for new batches on receipt
• Issue purchase orders from a low inventory alert, from an inventory item, or from scratch
• Vendor auto-fill, bill terms, ship via, shipping fees, and sales tax on purchase orders
• Draft, issued, and fulfilled PO stages, with save or save-and-issue and PO email to the
vendor
• Receive PO items with quantities, lot numbers, expiration dates, containers, and default locations
• Create a bill from a fulfilled PO and pull in items from other purchase orders
for the same vendor
• Create the bill or create-and-sync to accounting, with open/closed billing status
• Outsourcing workflow: move parts into an outsource node, create a PO, and assign a vendor
• Track outsourced parts through Awaiting PO, Awaiting Shipper, Awaiting Departure, and Parts at Vendor
• Receive outsourced parts back and move them into the next production step
• Work order margins reflect outsourcing cost when the PO is tied to the work order
sync
• Assign a default storage location for new batches on receipt
• Issue purchase orders from a low inventory alert, from an inventory item, or from scratch
• Vendor auto-fill, bill terms, ship via, shipping fees, and sales tax on purchase orders
• Draft, issued, and fulfilled PO stages, with save or save-and-issue and PO email to the
vendor
• Receive PO items with quantities, lot numbers, expiration dates, containers, and default locations
• Create a bill from a fulfilled PO and pull in items from other purchase orders
for the same vendor
• Create the bill or create-and-sync to accounting, with open/closed billing status
• Outsourcing workflow: move parts into an outsource node, create a PO, and assign a vendor
• Track outsourced parts through Awaiting PO, Awaiting Shipper, Awaiting Departure, and Parts at Vendor
• Receive outsourced parts back and move them into the next production step
• Work order margins reflect outsourcing cost when the PO is tied to the work order
How the demo flows
• Inventory setup: assign a product and tax code to an inventory type or item, set
a default location for new batches
• Issue a PO: from a low inventory alert or an inventory item, select vendor, add
items and shipping fees, save or save and issue
• Track and receive: PO stages (draft, issued, fulfilled), email the PO, receive items with lot
numbers, containers, and locations
• Create a bill: pull in PO items, attach items from other purchase orders for the
same vendor, create or create-and-sync to accounting
• Outsourcing: move parts into an outsource node, create a PO for the outsourced step, progress
through Awaiting PO, Awaiting Shipper, Awaiting Departure, Parts at Vendor
• Receive outsourced parts and move them into the next production step
• Close: live Q&A on customizing the PO PDF tax breakdown, plus where to find future
masterclasses
a default location for new batches
• Issue a PO: from a low inventory alert or an inventory item, select vendor, add
items and shipping fees, save or save and issue
• Track and receive: PO stages (draft, issued, fulfilled), email the PO, receive items with lot
numbers, containers, and locations
• Create a bill: pull in PO items, attach items from other purchase orders for the
same vendor, create or create-and-sync to accounting
• Outsourcing: move parts into an outsource node, create a PO for the outsourced step, progress
through Awaiting PO, Awaiting Shipper, Awaiting Departure, Parts at Vendor
• Receive outsourced parts and move them into the next production step
• Close: live Q&A on customizing the PO PDF tax breakdown, plus where to find future
masterclasses
Full transcript
Speaker
Paul Rein, Deployment Leader at Steelhead Technologies
Transcript
[00:00] All right.
[00:01] So I wanna thank everyone to or for joining today's webinar on purchase orders, bills,
and outsourcing.
[00:10] My name is Paul Rein, I am a deployment leader here at Steelhead Technologies, and
today I'm just gonna run through some regular inventory workflow, issuing POs, receiving those items
on the POs, the bill processing workflow, and also some outsourcing workflows.
[00:31] So, jumping into Steelhead here, I guess before I get started, feel free to drop
any questions in the chat.
[00:41] I'll try to pay attention whenever I can.
[00:44] And then also at the end of the meeting, I'll be available for questions.
[00:48] So feel free to unmute yourselves and ask any questions you have.
[00:55] [opens inventory type settings] All right, so looking at inventory quick here, a fairly recent update is the ability
to add a product to each specific inventory type.
[01:08] So this comes in handy when you are doing billing for POs.
[01:14] Whatever product class, you wanna sync those items to an accounting.
[01:18] [opens a specific inventory type] That's where you can assign it here, clicking into the specific inventory type.
[01:25] You can also get a level deeper for products.
[01:30] [opens the edit pencil on an inventory item] If I click the edit pencil here on the semi-gloss black powder, I can also
add the product to that inventory item.
[01:41] Another update here is the tax code.
[01:45] [sets a default tax code] So if you know you're always, or if you want a default tax code on
this inventory item for POs, you can assign that here.
[01:53] [sets a default location for new batches] And also you can assign a default location for new batches.
[01:57] So if you're receiving guy doesn't really know exactly where this powder goes, this is
nice to have a default pop up when he is receiving those items.
[02:09] So for this one I'll just say it goes in shelf two.
[02:15] Also, another small update is you can adjust the inventory type here if for whatever
reason you need to transfer it to a different type.
[02:28] So if I hit save here, that will save that information.
[02:34] [opens the homepage] And then going back to the homepage, kind of leading into issuing a purchase order
for an inventory item.
[02:43] [clicks the low inventory alert] As you can see, we have a red number three alert here on inventory.
[02:48] [opens Low Inventory Control] So when I click on that, it brings me to low inventory control.
[02:53] This is a nice little shortcut for issuing purchase orders for low inventory items.
[03:00] You can set these alert thresholds per inventory item, so you can see these couple
columns here, alert, threshold and remaining amount.
[03:11] [creates a new PO and selects the vendor] So if I want to issue a purchase order for this semi-gloss black, I can
simply just click on New PO, select the vendor.
[03:24] All that vendor information comes through, the address, contact, you can set default bill terms
per vendor as well, ship via, I will say this is gonna be UPS.
[03:38] And if I put text on here, that will calculate in the total, once I
type in the quantity.
[03:48] So it brings in that inventory item.
[03:50] If you have a stock keeping unit tied to that item, that will come through
as well.
[03:55] Otherwise, it defaults to the name.
[03:57] You can adjust that right here if you would like.
[04:01] I will say I'm going to order 150 pounds and I will keep the price
of $10 per pound; unit is pounds.
[04:10] And then if I want to enter notes, I can enter notes.
[04:13] And then this is where that product is coming through.
[04:17] So if you remember, I assigned the product to the inventory type powder and semi-gloss
black is an inventory item within that inventory type.
[04:27] So therefore it gets assigned the product powder.
[04:33] Since I have sales tax on this inventory item, I can see the total breakdown
up here.
[04:41] So subtotal is $1,500, and then estimated tax, and then the total price.
[04:49] [adds a shipping fee to the PO] If I want to add a shipping fee, I can simply do that here by
clicking this button.
[04:56] I can give it a price, product as well if I have a product assigned
in accounting for shipping fees.
[05:10] And then if you want it taxed, you could also assign the tax here.
[05:16] I can also add more items to this PO.
[05:19] I don't only have to create this PO for that item that was on or
below that alert threshold.
[05:29] Another thing to note here is I can see that I have 95 pounds currently
on hand.
[05:36] So that's a nice little reference to see how much you currently have.
[05:44] Couple options here for saving the purchase order.
[05:47] [saves and issues the PO] I can either save or save and issue.
[05:50] If you have certain stages set up for your purchase orders, this is where you
would just hit save instead of issuing it right away.
[06:00] [opens Purchase Orders] So if I go to the homepage and then click into purchase orders, I can
see that purchase order number 99 for PPG.
[06:10] And then the items on that purchase order, the total price and the current status
is in draft.
[06:19] [issues the purchase order] I can issue the purchase order from here if everything looks good.
[06:26] You can have different stages you would like on your purchase orders, so you could
have draft and then review, issued, kind of whatever works best for your specific workflow.
[06:41] [sends the PO email to the vendor] So I will issue this purchase order and then I can send an email for
this PO to the vendor.
[06:51] I will send myself a copy as well and hit send.
[06:57] So going back to the purchase order page, you can see the statuses on the
right side here.
[07:04] So there's drafts, issued, and fulfilled.
[07:07] If I go into issued, I can see the status changed to issued and sent,
because I issued the PO and I also sent an email, as we can see
with this little number one alert on the mail icon.
[07:27] [opens Receive Purchase Order] Once we receive these purchase order items, we can do that from this page by
clicking this button right here.
[07:36] So it brings in the vendor, the purchase order number, and then the items on
that purchase order.
[07:43] So if I hit receive, I can type in the quantity received.
[07:47] And on the right side here, just a reference for how much I ordered.
[07:53] So they sent us the exact amount that we ordered, can type in the date
received and select a time if you'd like.
[08:01] And then if you keep track of lot numbers, you can type that, and here,
expiration date, the inventory unit price, you can adjust right here.
[08:16] This is factoring in the tax breakdown, as you can tell, from up in the
top right.
[08:23] So if you don't wanna include tax, you can change that back to 10 dollars.
[08:30] Container names, you can have multiple containers.
[08:34] So how that looks is if I do the base name of box and then
add a container, it would just keep counting up for however many boxes I add.
[08:49] For this one, I'll just say they sent one box with 150 pounds gross quantity.
[08:56] This is if you have an offset that you wanna factor in.
[09:02] Typically these boxes aren't too heavy, so it's up to you if you wanna do
that.
[09:08] And then as you can tell, this location automatically filled in because I set the
default location on this inventory item.
[09:18] You can adjust that right here if you'd like, or you can scan the location
QR code here by clicking on the camera icon.
[09:30] [saves the received purchase order] Once I hit save, I can see there's no more purchase order items to receive,
so I can close it.
[09:36] And now that purchase order goes away from the issued and is now in fulfilled.
[09:46] [opens Create Bill] Once you get to here, you can create a bill or receive the bill.
[09:52] So once the customer sends over the bill, you can come into purchase orders fulfilled
and then find that purchase order to receive the bill, or you can also filter
by billing status.
[10:05] So there's open or closed.
[10:08] Once I'm on open, I can see that this purchase order has not been billed
yet.
[10:13] [creates the bill] So when I create the bill, it brings in that vendor, their contact information.
[10:21] If you have the vendor invoice number, you can type that in, and the invoice
date.
[10:31] Bill to, that is your domain address.
[10:37] So whatever you have set in the domain settings as your address, that is where
that is getting pulled from.
[10:48] So I can tell that it brought both items in from the PO.
[10:52] So the powder and the delivery fee, or the shipping charge, it's factoring in the
taxes.
[11:03] So if you remember, you can see the unit cost is $10 times 150 doesn't
equal this.
[11:12] So it's adding in that tax that we added on the PO.
[11:16] If for whatever reason the price is different on the bill compared to the PO,
you can adjust that here.
[11:26] You can also add a new line item if you'd like, whether that's a certain
fee that they attach to the bill, or whatever that may be.
[11:38] And also you can now click from purchase order.
[11:42] [adds items from another purchase order] So what this does is it brings in every purchase order for this vendor, PPG,
and you can attach items from these other purchase orders.
[11:57] So say PPG sends you a bill for this purchase order and also this purchase
order here, purchase order 74, I can add that item to this bill.
[12:14] So it brings in that RAL 3020 Traffic Red powder.
[12:20] You can adjust the price there.
[12:26] [creates and syncs the bill] Once I have all the proper information on the bill, I can either create the
bill or create the bill and sync.
[12:34] Whatever works best.
[12:35] Once you get the hang of everything, it's good to, or just a shortcut to
create the bill and sync it right away.
[12:41] For this example, I will just create the bill.
[12:47] So now I switched the billing status to closed, and this bill is now closed.
[12:55] I can also click into bills up here and see exactly what this bill includes.
[13:03] So two purchase orders, the invoice number, the vendor, terms, due date, total.
[13:11] And once I'm ready to sync that bill, I can finalize the bill and sync
to accounting. Before it syncs, I can edit that bill. So if I forgot to
add something, I can simply come in here and add whatever I need.
[13:30] We also have a bills module.
[13:33] So that's another way to access the previous screen I was just on.
[13:38] There's always gonna be some shortcuts up at the top here.
[13:42] So purchase orders, bills, receiving, outsourcing, and so on.
[13:51] So that's a very quick run through of issuing a purchase order and creating a
bill for that purchase order.
[14:00] You don't need to create a purchase order from these low inventory control items.
[14:07] You can always come into purchase orders and create a new purchase order from scratch,
just by filling in the vendor and inventory items.
[14:23] [creates a new purchase order from an inventory item] Or another way to create purchase orders is if you are in inventory and if
you're on any inventory item, you can click New Purchase Order here.
[14:36] Also, you can see the previous or open purchase order history for this specific inventory
item on this page.
[14:52] So kind of switching gears now to outsourcing workflow.
[14:57] I already had some orders written up for a process that has outsourcing in it.
[15:06] [opens workboards and finds the work order] So for this example, I will go to workboards, and the parts are currently in
receiving.
[15:14] So I'm just gonna type in the work order number here and find this job.
[15:19] So I can see the process name Powder Coat with Outsource, it's currently at receiving.
[15:26] [moves parts into the outsource node] And if I am moving the parts to the next step, the process, I can
see I am moving 10 parts from receiving and stepping them into the blast outsource
node.
[15:40] Since I hit move, it disappears from the workboard.
[15:44] [opens Outsourcing] And if I go to the homepage and click on outsourcing, I can find those
parts here with the work order number 1763.
[15:56] So whoever would be doing or handling the outsourcing in your shop can open up
this page, find the specific parts.
[16:06] You can filter by that specific work order if you'd like.
[16:13] [filters by work order] So if I only wanna see work order 1763 and nothing else, I can apply
a filter for that work order.
[16:22] As you can see, there's four different stages here at outsourcing.
[16:26] So currently these parts are at Awaiting Purchase Order.
[16:31] [creates a PO from Outsourcing and assigns vendor] So if I select these parts and create the PO, I can assign the vendor.
[16:38] So for this one, this is a blast outsource.
[16:41] I'm gonna choose the correct vendor, and that vendor's information gets filled in here.
[16:49] We will say we are delivering it on our semi.
[16:53] You can apply any sort of bill terms, sales tax if there was, and a
deadline.
[17:02] You can put a price if you like, and then also product.
[17:09] So this is where you will want to assign the product so you can correctly
create the bill, or just so this product fills in when you're creating the bill
once everything is finalized.
[17:24] This one I'll just select blast labor and give it a price of $100.
[17:34] If there was a shipping fee, I can add that just like I showed when
creating a purchase order for the powder.
[17:44] [saves and moves parts to Awaiting Shipper] So if everything looks good here, I can hit save, and then you can see
those parts moved over into Awaiting Shipper.
[17:55] [creates the shipper] So once these parts are ready to be shipped out, you can select that specific
work order and create shipper.
[18:05] Here's just a little verification that you're saying you're shipping out 10 parts. You will
hit save, and now it goes into Awaiting Departure.
[18:17] [marks parts as shipped] Once these parts leave the shop, you can mark it as shipped, a slow confirmation.
[18:24] You can say yes, and now the parts are at the vendor.
[18:31] Just gonna clear this just so we can see how the dashboard would look, without
applying any filters.
[18:39] Down low here we have all the parts in outsourcing.
[18:44] So you can see the different statuses: Awaiting PO, Awaiting Shipper, Awaiting Departure, and then
Parts at Vendor.
[18:50] So we can see this work order 1763, I currently have 10 parts at the
vendor.
[19:00] If I open up that work order, I can see the current status of these
parts.
[19:06] So on the tree here, they're at blast outsource.
[19:10] [opens View Status on the work order] And then if I do view status, this brings me right to the outsourcing page
here.
[19:20] Whenever you are going through the outsource workflow, I always go through the steps here.
[19:26] Never click on Move Parts on the work order page, because if I do this,
it will just skip everything and go into the next step on the process tree.
[19:40] Also, when you create POs on this page, it will tie it to that work
order, therefore giving you proper work order margins where you can see how much that
outsourcing costs you for that job.
[19:58] So now that these parts are at the vendor, I can, or once these parts
come back from the vendor, I can receive them.
[20:07] [receives parts back from the vendor] So if I just hit receive here, you can type in the date, you can
type in any notes if you'd like, and then the quantity received.
[20:16] So you'll say we received 10 out of 10 parts.
[20:20] You can upload a receiver file.
[20:23] When you click on this, you have the option to take a picture or select
a file from your computer or iPad.
[20:32] [receives and moves the parts] And now if everything looks good on this page, I can receive and move the
parts.
[20:39] So it will pop open this Move Parts dialogue saying there's 10 parts, here's the
part number, and we're moving them from outsource into the next step of the process,
which is Ready for Wash.
[20:54] So I hit submit.
[20:56] Now these parts will show up in Ready for Wash for the guys on the
floor to begin working on them, and they will show up in the correct workboard
as well.
[21:13] You can also receive items through receiving.
[21:18] It doesn't need to be done on outsourcing.
[21:22] [receives PO items through Receiving] So how that looks is you would receive purchase order items. You could select the
vendor, or just type in whatever PO is tied to that vendor.
[21:38] And when you select that PO, it shows exactly what was on that PO, and
then you can receive items through there.
[21:54] Let's see. So I'm gonna take a look at the chat here.
[22:00] Looks like Jasper is able to answer some of those questions.
[22:15] Does the tax print on the PO as a breakdown like that?
[22:18] Yes, I believe we can fully customize the PO PDF to break out that tax
in the total price.
[22:29] So yeah, definitely possible. Yeah, feel free to unmute yourself.
[22:40] I'll stick around for another five to 10 minutes here, or enter or throw some
questions in the chat.
[22:53] Also, if you have any questions, feel free to reach out to Kelsey.
[22:58] Here's her email here.
[23:01] And also these masterclasses are recorded, so they are accessible on our website.
[23:08] And I believe also we send them out in newsletters and LinkedIn.
[23:16] So, yeah, feel free to head out if you don't have any questions.
[23:22] But again, I'll just stick around here for a few more minutes.
[24:35] All right, looks like most people are outta here.
[24:37] Marinos, or OT Pilot, not sure if you have any questions.
[24:46] Feel free to unmute yourself if you do.
[25:05] All right.
[00:01] So I wanna thank everyone to or for joining today's webinar on purchase orders, bills,
and outsourcing.
[00:10] My name is Paul Rein, I am a deployment leader here at Steelhead Technologies, and
today I'm just gonna run through some regular inventory workflow, issuing POs, receiving those items
on the POs, the bill processing workflow, and also some outsourcing workflows.
[00:31] So, jumping into Steelhead here, I guess before I get started, feel free to drop
any questions in the chat.
[00:41] I'll try to pay attention whenever I can.
[00:44] And then also at the end of the meeting, I'll be available for questions.
[00:48] So feel free to unmute yourselves and ask any questions you have.
[00:55] [opens inventory type settings] All right, so looking at inventory quick here, a fairly recent update is the ability
to add a product to each specific inventory type.
[01:08] So this comes in handy when you are doing billing for POs.
[01:14] Whatever product class, you wanna sync those items to an accounting.
[01:18] [opens a specific inventory type] That's where you can assign it here, clicking into the specific inventory type.
[01:25] You can also get a level deeper for products.
[01:30] [opens the edit pencil on an inventory item] If I click the edit pencil here on the semi-gloss black powder, I can also
add the product to that inventory item.
[01:41] Another update here is the tax code.
[01:45] [sets a default tax code] So if you know you're always, or if you want a default tax code on
this inventory item for POs, you can assign that here.
[01:53] [sets a default location for new batches] And also you can assign a default location for new batches.
[01:57] So if you're receiving guy doesn't really know exactly where this powder goes, this is
nice to have a default pop up when he is receiving those items.
[02:09] So for this one I'll just say it goes in shelf two.
[02:15] Also, another small update is you can adjust the inventory type here if for whatever
reason you need to transfer it to a different type.
[02:28] So if I hit save here, that will save that information.
[02:34] [opens the homepage] And then going back to the homepage, kind of leading into issuing a purchase order
for an inventory item.
[02:43] [clicks the low inventory alert] As you can see, we have a red number three alert here on inventory.
[02:48] [opens Low Inventory Control] So when I click on that, it brings me to low inventory control.
[02:53] This is a nice little shortcut for issuing purchase orders for low inventory items.
[03:00] You can set these alert thresholds per inventory item, so you can see these couple
columns here, alert, threshold and remaining amount.
[03:11] [creates a new PO and selects the vendor] So if I want to issue a purchase order for this semi-gloss black, I can
simply just click on New PO, select the vendor.
[03:24] All that vendor information comes through, the address, contact, you can set default bill terms
per vendor as well, ship via, I will say this is gonna be UPS.
[03:38] And if I put text on here, that will calculate in the total, once I
type in the quantity.
[03:48] So it brings in that inventory item.
[03:50] If you have a stock keeping unit tied to that item, that will come through
as well.
[03:55] Otherwise, it defaults to the name.
[03:57] You can adjust that right here if you would like.
[04:01] I will say I'm going to order 150 pounds and I will keep the price
of $10 per pound; unit is pounds.
[04:10] And then if I want to enter notes, I can enter notes.
[04:13] And then this is where that product is coming through.
[04:17] So if you remember, I assigned the product to the inventory type powder and semi-gloss
black is an inventory item within that inventory type.
[04:27] So therefore it gets assigned the product powder.
[04:33] Since I have sales tax on this inventory item, I can see the total breakdown
up here.
[04:41] So subtotal is $1,500, and then estimated tax, and then the total price.
[04:49] [adds a shipping fee to the PO] If I want to add a shipping fee, I can simply do that here by
clicking this button.
[04:56] I can give it a price, product as well if I have a product assigned
in accounting for shipping fees.
[05:10] And then if you want it taxed, you could also assign the tax here.
[05:16] I can also add more items to this PO.
[05:19] I don't only have to create this PO for that item that was on or
below that alert threshold.
[05:29] Another thing to note here is I can see that I have 95 pounds currently
on hand.
[05:36] So that's a nice little reference to see how much you currently have.
[05:44] Couple options here for saving the purchase order.
[05:47] [saves and issues the PO] I can either save or save and issue.
[05:50] If you have certain stages set up for your purchase orders, this is where you
would just hit save instead of issuing it right away.
[06:00] [opens Purchase Orders] So if I go to the homepage and then click into purchase orders, I can
see that purchase order number 99 for PPG.
[06:10] And then the items on that purchase order, the total price and the current status
is in draft.
[06:19] [issues the purchase order] I can issue the purchase order from here if everything looks good.
[06:26] You can have different stages you would like on your purchase orders, so you could
have draft and then review, issued, kind of whatever works best for your specific workflow.
[06:41] [sends the PO email to the vendor] So I will issue this purchase order and then I can send an email for
this PO to the vendor.
[06:51] I will send myself a copy as well and hit send.
[06:57] So going back to the purchase order page, you can see the statuses on the
right side here.
[07:04] So there's drafts, issued, and fulfilled.
[07:07] If I go into issued, I can see the status changed to issued and sent,
because I issued the PO and I also sent an email, as we can see
with this little number one alert on the mail icon.
[07:27] [opens Receive Purchase Order] Once we receive these purchase order items, we can do that from this page by
clicking this button right here.
[07:36] So it brings in the vendor, the purchase order number, and then the items on
that purchase order.
[07:43] So if I hit receive, I can type in the quantity received.
[07:47] And on the right side here, just a reference for how much I ordered.
[07:53] So they sent us the exact amount that we ordered, can type in the date
received and select a time if you'd like.
[08:01] And then if you keep track of lot numbers, you can type that, and here,
expiration date, the inventory unit price, you can adjust right here.
[08:16] This is factoring in the tax breakdown, as you can tell, from up in the
top right.
[08:23] So if you don't wanna include tax, you can change that back to 10 dollars.
[08:30] Container names, you can have multiple containers.
[08:34] So how that looks is if I do the base name of box and then
add a container, it would just keep counting up for however many boxes I add.
[08:49] For this one, I'll just say they sent one box with 150 pounds gross quantity.
[08:56] This is if you have an offset that you wanna factor in.
[09:02] Typically these boxes aren't too heavy, so it's up to you if you wanna do
that.
[09:08] And then as you can tell, this location automatically filled in because I set the
default location on this inventory item.
[09:18] You can adjust that right here if you'd like, or you can scan the location
QR code here by clicking on the camera icon.
[09:30] [saves the received purchase order] Once I hit save, I can see there's no more purchase order items to receive,
so I can close it.
[09:36] And now that purchase order goes away from the issued and is now in fulfilled.
[09:46] [opens Create Bill] Once you get to here, you can create a bill or receive the bill.
[09:52] So once the customer sends over the bill, you can come into purchase orders fulfilled
and then find that purchase order to receive the bill, or you can also filter
by billing status.
[10:05] So there's open or closed.
[10:08] Once I'm on open, I can see that this purchase order has not been billed
yet.
[10:13] [creates the bill] So when I create the bill, it brings in that vendor, their contact information.
[10:21] If you have the vendor invoice number, you can type that in, and the invoice
date.
[10:31] Bill to, that is your domain address.
[10:37] So whatever you have set in the domain settings as your address, that is where
that is getting pulled from.
[10:48] So I can tell that it brought both items in from the PO.
[10:52] So the powder and the delivery fee, or the shipping charge, it's factoring in the
taxes.
[11:03] So if you remember, you can see the unit cost is $10 times 150 doesn't
equal this.
[11:12] So it's adding in that tax that we added on the PO.
[11:16] If for whatever reason the price is different on the bill compared to the PO,
you can adjust that here.
[11:26] You can also add a new line item if you'd like, whether that's a certain
fee that they attach to the bill, or whatever that may be.
[11:38] And also you can now click from purchase order.
[11:42] [adds items from another purchase order] So what this does is it brings in every purchase order for this vendor, PPG,
and you can attach items from these other purchase orders.
[11:57] So say PPG sends you a bill for this purchase order and also this purchase
order here, purchase order 74, I can add that item to this bill.
[12:14] So it brings in that RAL 3020 Traffic Red powder.
[12:20] You can adjust the price there.
[12:26] [creates and syncs the bill] Once I have all the proper information on the bill, I can either create the
bill or create the bill and sync.
[12:34] Whatever works best.
[12:35] Once you get the hang of everything, it's good to, or just a shortcut to
create the bill and sync it right away.
[12:41] For this example, I will just create the bill.
[12:47] So now I switched the billing status to closed, and this bill is now closed.
[12:55] I can also click into bills up here and see exactly what this bill includes.
[13:03] So two purchase orders, the invoice number, the vendor, terms, due date, total.
[13:11] And once I'm ready to sync that bill, I can finalize the bill and sync
to accounting. Before it syncs, I can edit that bill. So if I forgot to
add something, I can simply come in here and add whatever I need.
[13:30] We also have a bills module.
[13:33] So that's another way to access the previous screen I was just on.
[13:38] There's always gonna be some shortcuts up at the top here.
[13:42] So purchase orders, bills, receiving, outsourcing, and so on.
[13:51] So that's a very quick run through of issuing a purchase order and creating a
bill for that purchase order.
[14:00] You don't need to create a purchase order from these low inventory control items.
[14:07] You can always come into purchase orders and create a new purchase order from scratch,
just by filling in the vendor and inventory items.
[14:23] [creates a new purchase order from an inventory item] Or another way to create purchase orders is if you are in inventory and if
you're on any inventory item, you can click New Purchase Order here.
[14:36] Also, you can see the previous or open purchase order history for this specific inventory
item on this page.
[14:52] So kind of switching gears now to outsourcing workflow.
[14:57] I already had some orders written up for a process that has outsourcing in it.
[15:06] [opens workboards and finds the work order] So for this example, I will go to workboards, and the parts are currently in
receiving.
[15:14] So I'm just gonna type in the work order number here and find this job.
[15:19] So I can see the process name Powder Coat with Outsource, it's currently at receiving.
[15:26] [moves parts into the outsource node] And if I am moving the parts to the next step, the process, I can
see I am moving 10 parts from receiving and stepping them into the blast outsource
node.
[15:40] Since I hit move, it disappears from the workboard.
[15:44] [opens Outsourcing] And if I go to the homepage and click on outsourcing, I can find those
parts here with the work order number 1763.
[15:56] So whoever would be doing or handling the outsourcing in your shop can open up
this page, find the specific parts.
[16:06] You can filter by that specific work order if you'd like.
[16:13] [filters by work order] So if I only wanna see work order 1763 and nothing else, I can apply
a filter for that work order.
[16:22] As you can see, there's four different stages here at outsourcing.
[16:26] So currently these parts are at Awaiting Purchase Order.
[16:31] [creates a PO from Outsourcing and assigns vendor] So if I select these parts and create the PO, I can assign the vendor.
[16:38] So for this one, this is a blast outsource.
[16:41] I'm gonna choose the correct vendor, and that vendor's information gets filled in here.
[16:49] We will say we are delivering it on our semi.
[16:53] You can apply any sort of bill terms, sales tax if there was, and a
deadline.
[17:02] You can put a price if you like, and then also product.
[17:09] So this is where you will want to assign the product so you can correctly
create the bill, or just so this product fills in when you're creating the bill
once everything is finalized.
[17:24] This one I'll just select blast labor and give it a price of $100.
[17:34] If there was a shipping fee, I can add that just like I showed when
creating a purchase order for the powder.
[17:44] [saves and moves parts to Awaiting Shipper] So if everything looks good here, I can hit save, and then you can see
those parts moved over into Awaiting Shipper.
[17:55] [creates the shipper] So once these parts are ready to be shipped out, you can select that specific
work order and create shipper.
[18:05] Here's just a little verification that you're saying you're shipping out 10 parts. You will
hit save, and now it goes into Awaiting Departure.
[18:17] [marks parts as shipped] Once these parts leave the shop, you can mark it as shipped, a slow confirmation.
[18:24] You can say yes, and now the parts are at the vendor.
[18:31] Just gonna clear this just so we can see how the dashboard would look, without
applying any filters.
[18:39] Down low here we have all the parts in outsourcing.
[18:44] So you can see the different statuses: Awaiting PO, Awaiting Shipper, Awaiting Departure, and then
Parts at Vendor.
[18:50] So we can see this work order 1763, I currently have 10 parts at the
vendor.
[19:00] If I open up that work order, I can see the current status of these
parts.
[19:06] So on the tree here, they're at blast outsource.
[19:10] [opens View Status on the work order] And then if I do view status, this brings me right to the outsourcing page
here.
[19:20] Whenever you are going through the outsource workflow, I always go through the steps here.
[19:26] Never click on Move Parts on the work order page, because if I do this,
it will just skip everything and go into the next step on the process tree.
[19:40] Also, when you create POs on this page, it will tie it to that work
order, therefore giving you proper work order margins where you can see how much that
outsourcing costs you for that job.
[19:58] So now that these parts are at the vendor, I can, or once these parts
come back from the vendor, I can receive them.
[20:07] [receives parts back from the vendor] So if I just hit receive here, you can type in the date, you can
type in any notes if you'd like, and then the quantity received.
[20:16] So you'll say we received 10 out of 10 parts.
[20:20] You can upload a receiver file.
[20:23] When you click on this, you have the option to take a picture or select
a file from your computer or iPad.
[20:32] [receives and moves the parts] And now if everything looks good on this page, I can receive and move the
parts.
[20:39] So it will pop open this Move Parts dialogue saying there's 10 parts, here's the
part number, and we're moving them from outsource into the next step of the process,
which is Ready for Wash.
[20:54] So I hit submit.
[20:56] Now these parts will show up in Ready for Wash for the guys on the
floor to begin working on them, and they will show up in the correct workboard
as well.
[21:13] You can also receive items through receiving.
[21:18] It doesn't need to be done on outsourcing.
[21:22] [receives PO items through Receiving] So how that looks is you would receive purchase order items. You could select the
vendor, or just type in whatever PO is tied to that vendor.
[21:38] And when you select that PO, it shows exactly what was on that PO, and
then you can receive items through there.
[21:54] Let's see. So I'm gonna take a look at the chat here.
[22:00] Looks like Jasper is able to answer some of those questions.
[22:15] Does the tax print on the PO as a breakdown like that?
[22:18] Yes, I believe we can fully customize the PO PDF to break out that tax
in the total price.
[22:29] So yeah, definitely possible. Yeah, feel free to unmute yourself.
[22:40] I'll stick around for another five to 10 minutes here, or enter or throw some
questions in the chat.
[22:53] Also, if you have any questions, feel free to reach out to Kelsey.
[22:58] Here's her email here.
[23:01] And also these masterclasses are recorded, so they are accessible on our website.
[23:08] And I believe also we send them out in newsletters and LinkedIn.
[23:16] So, yeah, feel free to head out if you don't have any questions.
[23:22] But again, I'll just stick around here for a few more minutes.
[24:35] All right, looks like most people are outta here.
[24:37] Marinos, or OT Pilot, not sure if you have any questions.
[24:46] Feel free to unmute yourself if you do.
[25:05] All right.
Taxonomy tags
Steelhead product area
Purchasing; accounting; outsourcing
Feature / module
Purchase orders; bills; outsourcing; low inventory control; receiving; work boards
Workflow category
Purchasing; billing; outsourced production tracking
Topics covered
Assigning products and tax codes to inventory; issuing and receiving purchase orders; creating and syncing
bills; outsourcing stages; work order margins with outsourcing costs
bills; outsourcing stages; work order margins with outsourcing costs