You can order products from Heritage without ever leaving Pool Brain! 📦 🚚
Order products, track shipping, receive purchased items directly into inventory for trucks or locations, check branch inventory, and create new products in Pool Brain using Heritage info as an auto-filled starting point.
Order Products From Heritage Using Purchase Orders
Create a new purchase order (commonly referred to as PO) through the "quick create" menu
Choose the Heritage branch you want to order from. You can also select any of your company divisions / ship-to locations on file with Heritage which adjusts the available branches.
Search the Heritage product catalog to add an item to the purchase order
(photo, name, part #, unit of measure, and quantity in stock for the selected branch are all displayed)
If your order is for a future date, set the expected delivery date for when you'd like the order to arrive (this will be sent to Heritage and they will fulfill it if they can) If you leave the expected delivery date blank, Heritage will treat it as an ASAP order.
Set the shipping method as "pick up (will call)" or have it delivered via Heritage, UPS, FedEx, or a different available method in the drop down menu
Click "PLACE ORDER" button to instantly place your order with Heritage or change status to "NEEDS REVIEW" if a manager should review before ordering
(current statuses can be reviewed easily on the Reports page)
Shipment Tracking & Reporting for Purchase Orders
View shipping status at a glance and click for details such as tracking number and which items are in each shipment (this will be updated automatically as fulfillment progresses through the various stages at Heritage)
Click the activity history icon in the top left corner to view details for all actions taken on the purchase order (which user edited specific things and when)
Reports page now has a "Purchase Orders" section so you can track which POs are needing review, pending delivery, partially received, or fully received
Receive Products From Purchase Orders Into Inventory
Once you receive the products you ordered, you can update the purchase order and your Pool Brain inventory to reflect this.
Click "RECEIVE ITEMS" button at the top of the purchase order to add them to any location or truck inventory
Select received quantity and inventory location for the items
If the items aren't yet linked to a product in Pool Brain, you can search Pool Brain products to link them or create a new product using Heritage auto-fill info (you can always edit the information filled in by Heritage for the product if you want)
Once the items have been received, the inventory location displays beneath each line item on the purchase order and purchase order status changes to "RECEIVED" automatically
Create New Products Using Heritage Info
When creating a new product in Pool Brain, a "Heritage auto-fill" option now exists in the top right corner
Click "auto-fill" to search the Heritage catalog for any product and use it's info as a starting point
Product name, description, Heritage item number, manufacturer part number, cost, and photos will fill into the corresponding fields in Pool Brain automatically. Click "SAVE" to create the new product or make any changes before saving.
