Purchase Orders

Kibo eCommerce's purchase order functionality allows your shoppers to use a purchase order (PO) as a payment method on your storefront and in offline orders. A purchase order is a legally binding document between a supplier and a buyer. It details the items the buyer agrees to purchase at a certain price point. It also outlines the delivery date and terms of payment for the buyer. You can enable your customers the ability to use a purchase order as a payment method as long as they have an existing customer account. Refer to Customers for more information about customer accounts.

Customers must have an existing customer account, and purchase order must be enabled on their account before they have the ability to use a purchase order as a payment method.

Refer to the following sections in this topic for more information about Kibo eCommerce's purchase order functionality.

Payment Terms

Purchase order payment terms are predefined terms that the customer agreed to before submitting their order. These terms are usually agreed upon prior to enabling the ability for shoppers to use the purchase order payment method. Usually the payment terms are an amount of time, such as a certain amount of days the customer has in order to pay the order balance in full.

Under each site's Purchase Order settings located at System > Settings > Payment Types, you define the complete set of payment terms for which all your customers are possibly applicable on that specific site:

Then, you specify the specific payment terms that you and the customer have agreed upon for each site on the customer's account:

Custom Text Fields

You can create custom text fields that customers or CSRs can fill out when they use the purchase order payment method before submitting the order. These custom text fields are usually specific to your organization. For example, you can specify a custom text field named Department Code, which customers or CSRs can use to enter a department code associated with the purchase order.

You can specify whether a custom text field is required. If you make a custom text field required, then it must be filled out before the customer or CSR can submit the order.

By default, the custom text fields appear on the checkout page on your storefront as well as in an offline order details. If you want these custom text fields to have a customized appearance on the checkout page, ask your theme developer to update your theme settings.

Enable Purchase Orders

1. Enable the Purchase Order Payment Type

You must first enable the purchase order payment type for your site(s) before you can enable the ability for shoppers to use purchase orders. When you enable the purchase order payment type, you define the complete set of Payment Terms for which your shoppers are applicable, as well as any Custom Text Fields that you want shoppers or CSRs to fill out before submitting the order.

To enable the purchase order payment type:

2. Enable Purchase Orders for Customers

Once you've enabled the purchase order payment type you can enable the ability for specific customers to use purchase orders.

In order to enable the ability for customers to use purchase orders, they must already have an existing customer account on your site. Refer to Customers for more information about customer accounts.

To enable the ability for a customer to use purchase orders:

  1. Go to Main > Customers > Customers.
  2. Select the applicable customer account for which you want to enable purchase orders.
  3. Under the Payment Info section, enable Purchase Orders: The Payment Info section expands to include more Customer Settings.
  4. Enter a Credit Limit for the customer.
    The credit limit is specific to the purchase order payment method. This is the total monetary credit amount the customer can spend using purchase orders. When a customer pays either a part or the total amount of their purchase order payment, their credit limit increases equal to the amount the customer pays.
  5. Specify an Overdraft Allowance for the customer.
    The overdraft allowance is how much the customer can spend over their total credit limit. You can specify either a set amount or a percentage of the credit limit.
  6. For each of your sites, choose the Payment Terms for the customer. The list of payment terms is populated by the complete set of payment terms you filled out when you enabled the purchase order payment type.

For example, you can specify the following settings for a customer:

Purchase Orders Transaction Log

When a customer account has purchase orders enabled, Kibo eCommerce provides a transaction log of purchase order transactions associated with the account.

To view a customer account's purchase orders transaction log:

  1. Go to Main > Customers > Customers.
  2. On the Customers grid, select the appropriate customer account.
  3. In the Payment Info section under Purchase Orders, you can view the Purchase Orders Transaction Log:

The purchase order transaction log displays any purchase order transaction associated with the customer account. Refer to the following list for all the possible purchase order transactions:

You can export this transaction log to a CSV file using the Export button in the top-right corner of the Purchase Orders Transaction Log:

Use Purchase Orders in Offline Orders

You can add a purchase order payment to an offline order.

In order to use the purchase order payment method for a customer, the purchase order must first be enabled for the site and the customer must also have the purchase order ability enabled on their customer account. Refer to Enable the Purchase Order Payment Type and Enable Purchase Orders for Customers respectively for more information.

To add a purchase order payment to an offline order:

  1. Go to Main > Fulfillment > Orders.
  2. Either select an existing unpaid order, or create a new order.
    If you are creating a new order, refer to Create Orders for Offline Shoppers for more information.
  3. Select the Payments tab.
  4. Click the Add Payment drop-down menu, and select Purchase Order:
  5. In the Create Purchase Order modal:
    1. Select the applicable Payment Terms.
    2. Enter the Purchase Order Number.
      By default, Kibo eCommerce does not validate the purchase order; however, you can add validation functionality using Arc.js. Refer to Validate Purchase Orders During the Checkout Process in the Arc.js Guides for more information and examples.
    3. Specify the Amount to apply towards the purchase order.
      This amount will be subtracted from the customer's purchase order available balance.
    4. Fill out all required fields and any optional fields.
      These fields are specified in the Purchase Order Payment Types site settings.
  6. Click Done to save and close the purchase order payment details.

Refer to Payment Processing for more information about adding payments to offline orders.

Purchase Order Payment Workflow

A purchase order payment can have multiple different statuses within Kibo eCommerce's order management system that are unique to the purchase order payment. Because any monetary transactions involving purchase orders occur outside of Kibo eCommerce, the purchase order payment status within Kibo eCommerce is used solely for reporting purposes. For example, you can mark a purchase order payment as Invoiced; however, you must actually create and send an invoice to the customer outside of Kibo eCommerce in order to collect payment. Marking the payment as Invoiced not only shows you where the payment is in Kibo eCommerce's overall payment workflow, but also allows you to move the payment to the next workflow step within Kibo eCommerce.

Standard Payment Workflow

The following workflow is an example of a standard purchase order payment workflow.

The above workflow shows the following steps:

  1. The order is created and the order's overall status is Pending, the order's overall payment status is Unpaid, and the purchase order payment status is New.
  2. The order is submitted and the order's overall status moves to Accepted, the order's overall payment status remains Unpaid, and the purchase order payment status moves to Payment Requested.
  3. The order is authorized and the order's overall status remains Accepted, the order's overall payment status moves to Pending, and the purchase order payment status moves to Authorized
  4. The order is fulfilled the order's overall status moves to Processing, the order's overall payment status remains Pending, (Optional) and the purchase order payment status is marked as Invoiced.
  5. The purchase order payment is captured outside of Kibo eCommerce and marked as Captured within Kibo eCommerce. The order's overall status moves to Completed, the order's overall payment status moves to Paid, and the purchase order payment status moves to Collected.