Placing Orders in Avero
Placing orders in Avero is a great way to streamline your ordering process. Rather than calling around or sending out multiple emails, you can create all your vendor purchase orders from one page.
When you receive products into inventory, you will have a more accurate estimated on-hand value for your products. In this article, the following topics will be discussed:
- Placing an Order in Avero
- Sending a Purchase Order to your Vendor
- Receiving your Purchase Order from a Vendor
- Adding an Invoice for your Purchase Order
- Canceling a PO or Invoice
Placing an Order in Avero
Placing orders in Avero is a three-step process: ordering, receiving and invoicing. Orders are placed in Avero Desktop, accessed via your browser, not within the mobile Inventory app. Check out this short video to learn these steps:
Sending a Purchase Order to your Vendor
The first step to placing an order in Avero is to create a purchase order (PO) and send the order to your vendor. To do this, complete the following steps:
- Go to Purchasing and then, Place Order
- Use the Avero Report Generator to filter your list by vendor, storage area, or suggested purchase. To learn more about the Report Generator, click here.
- Find the products that you would like to order and then select by clicking the checkbox to the left of those products.
- Enter the quantity needed by using the +, or - signs or manually entering a value into the field.
- Please Note: if a product has a suggested purchase quantity, it will pre-fill the order quantity with the closest whole number to the suggestion. If you would like to adjust this number, simply click on the + and - signs or click in the field and enter a number.
- Once you've selected all of the products you would like to order and entered the appropriate order quantity for each, click the Add to Cart button. If you have selected items from multiple vendors, Avero will break those out into separate POs by vendor.
- Finally, to send the order, you'll open the PO and click Send to Vendor. Open the PO by clicking on the shopping cart button or go to the Order Status page.
Please Note: if this is a US Foods Order, after hitting the send button, your US Food E-commerce confirmation window will open. Follow the on-screen instructions to clear any exceptions or substitutions and confirm the order. If you do not see this window, check that you have allowed pop-ups from Avero enabled in your internet browser.
Receiving your Purchase Order from a Vendor
After your order has been delivered, you will need to receive that Purchase Order in Avero so that we can add that product to your estimated on-hand amount. To receive a purchase order, complete the following steps:
- Go to Purchasing, and then to Order Status.
- Click on the PO that has been delivered.
- Open the PO and update the status to Delivered
- Close the PO to re-generate.
- Re-Open that PO. You'll see a little pencil icon and garbage can icon next to each item in the PO.
- Click on the pencil to make any changes to the price or quantity received for a product.
- You can click the checkboxes as you go to receive each item, or you can use the drop-down menu to update the PO to Received status when you are ready.
- Please Note: when you first update the Purchase Order to "received" status, you are able to update the received date. This is helpful when you are back-dating Purchase Orders into our system.
- Once the PO is in Received status, Avero will add that quantity to your estimated on-hand value.
Note: US Foods orders will be updated automatically within 2 hours after delivery.
Need additional help? Watch the following video for further instruction:
Adding an Invoice for your Purchase Order
As the last step, you can add your invoice to this PO. As long as you have already completed the steps above (placing the order and receiving it into your inventory), you'll be able to add the invoice. To add an invoice for a purchase order, complete the following steps:
- Open the PO you need to add an invoice to.
- Click Create Invoice
- Enter the invoice number and date.
- Add any credits or fees associated with that invoice
- Click Save
Need additional help? Watch the following video for further instruction:
Canceling a PO or Invoice
If an order is mistaken or needs to be canceled or corrected and has already been invoiced, take these steps for non-US Foods vendors.
- Go to the PO associated with the invoice and set the status to Cancelled (last status option)
- this does not delete the PO, but un-receives the product from inventory
- Recreate the PO and set it to Received without ordering it
- Invoice the new correct PO using the steps above