Marking a Purchase Order Completed and Adding the Stones to Inventory

When the vendor's stones arrive, you close the purchase order out on the PO Tracking page. Marking it completed clears it off your active list, and MonuDesk then offers to add the stones you just received to your inventory quantity, so your stock count matches what is on the racks.

PO Tracking is a Pro feature. Open it from PO Tracking in the sidebar.

Mark a purchase order completed

1. Open PO Tracking from the sidebar and pick the vendor in the list on the left.

2. Find the purchase order's row and click the check icon, Mark completed.

The purchase order leaves the Active filter and appears under Completed. Every row sharing that PO number is marked at once, so a purchase order covering several orders is completed in one click.

To put it back, click the same icon again. Its tooltip now reads Completed, click to reopen, and reopening moves the purchase order back to Active. Reopening never touches inventory: nothing is taken back out of stock.

The Add stones to inventory? dialog

Right after you mark a purchase order completed, MonuDesk opens Add stones to inventory? with the line "{PO number} is marked completed. Add the stones on this purchase order to your inventory quantity?"

While it works out what is on the purchase order, the dialog reads "Checking the stones on this purchase order…". It then lists each inventory product it will top up, by name, with +N on the right. On a purchase order covering several orders, the same product across those orders is merged into a single line, so the figures on screen are the figures that will be added.

Two buttons finish the dialog:

• Add to inventory adds the listed quantities.

• Don't add changes nothing in inventory.

Either answer keeps the purchase order marked completed. The dialog only decides what happens to your stock count.

After Add to inventory a green toast reads Added 2 stones to inventory, with the number that was actually added. A whole-monument line with both the stone and its base linked counts as 2. If some lines could not be added, the toast adds "2 lines not linked to inventory, add manually:" followed by those line names.

When nothing would be added, the dialog says so and offers a single Close button instead of the two choices. It reads either "No stone lines on this purchase order, so nothing will be added." or "This purchase order already added its stones to inventory when it was first received."

The "Won't be added" list

Under the products it will top up, a Won't be added: section names each stone line MonuDesk cannot add, written as "{line}: {reason}". The line labels are the names printed on the purchase order: Monument, Die, Monument Base and Monument Sub Base, with (base) after the base half of a whole-monument line.

There are four reasons:

• not linked to inventory: that stone has no inventory product attached to it on the order, so there is nothing to top up.

• base not linked to inventory: the die on a whole-monument line is linked to a product but its base is not, so only the die is added.

• sub-base has no linked product: sub-base lines are never added to inventory.

• quote could not be loaded: MonuDesk could not read the order behind that purchase order line.

Add anything on this list to stock by hand in Inventory. Link the stone to an inventory product on the order and a later receive can still add it.

What gets added, and what does not

Only stone pieces are added: whole monument, die, base and sub-base lines. Vases, porcelains, etchings, services and the foundation never change inventory here. Quantities equal what the vendor was asked to cut.

A stone is matched only through the inventory product linked to it on the order. MonuDesk never guesses from a name or a size. That link is recorded when the order's stones are added to or matched against inventory on save, when a product is picked in the QuickBooks products card on the Review & Create step, or when stock is deducted for the order.

Which product each line tops up:

• A Monument line tops up the linked stone product and the linked base product.

• A Die line tops up the stone product only.

• A Monument Base line tops up the base product only.

• A sub-base line is never added.

The linked product is read again at the moment you receive, so a stone you linked after the purchase order went out still restocks. Each product's quantity goes up and is marked confirmed.

What reaches QuickBooks

The quantity change is queued to QuickBooks Online (QBO) for every office whose QuickBooks link for that item has inventory sync switched on. An item that has no QuickBooks link yet is queued to be created in QBO.

Each purchase order adds its stones once

A purchase order can only restock once. Reopen it and complete it again and MonuDesk reports Inventory already updated, "{PO number} added its stones to inventory when it was first received." Nothing is added twice.

If nothing could be added the first time, because no stones were linked to inventory products, a later receive can still add them once those links exist.

Stop being asked every time

The dialog carries a checkbox, Always add received stones to inventory, don't ask again, unticked to start. Tick it and click Add to inventory, and from then on marking a purchase order completed adds its stones straight away without opening the dialog. The result toast still appears, so you can see what was added.

Ticking the box and then choosing Don't add does not save the preference. There is no switch for this on any settings page: it is remembered in the browser where you set it.

Who can do this

Marking a purchase order completed, reopening it and adding received stones to inventory all need the Edit quotes and orders permission (Order management, Settings → Team). Deleting a purchase order needs Delete orders. Opening the page at all needs Show orders page.

With the default roles, Owner and Office can do everything on the page. Sales can record a vendor confirmation, complete or reopen a purchase order and add its stones to inventory, but cannot delete one. Field and Shop can open PO Tracking but cannot change or delete purchase orders.

Related articles:

• Purchase Order Tracking

• How to Generate a Purchase Order

• How Inventory Works