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Utilizing Purchase Orders

Creating a new purchase order
  1. Navigate to the Products Tab | Manage Products.
  2. Ensure the following has been completed correctly:
    • Vendor has been added
    • Associate Products with Vendors
    • Add Buy Prices for each Product
  3. Use the Search fields to narrow down the product list.
  4. Use the check boxes to select products to orders.
  5. Click Order Selected.
  6. A new page will open with an overview of the Purchase Order(s). If you’re ordering products from multiple vendors, the page is organized by vendor. Each vendor has a separate purchase order.
  7. Modify order amounts in the Reorder Quantity column.
  8. Click Generate All Purchase Orders or Generate Purchase Order to finalize.

Emailing a Purchase Order:

  1. Click Email P.O.
  2. In the Email Purchase Order window, enter a From Name, To Name, and vendor Email Address.
  3. Click Send. A PDF of the purchase order will be emailed to the vendor.

Print/Mail a Hard Copy of the Purchase Order:

  1. Click Print P.O.
  2. The system will generate a PDF of the purchase order.
  3. Save and/or print the PDF.

Managing purchase orders
  1. Navigate to the Products Tab | Manage Purchase Orders.
  2. This page lists a record of every purchase order created in G1. From this page, you can retrieve products against a sent order, edit or void an unsent order and view any order.
    • Finding a Purchase Order: Use the drop downs on the top of the page to filter the orders or use your barcode scanner
    • Sort the Purchase Order: The Purchase Order can be sorted by P.O. #, Status, Order Date, Ordered By, Amount, Vendor, Sent Date, Received Date and Received By

See the actions for purchase orders below:

  • View P.O.: Open the purchase order to see all of the details of the order, including vendor information, date ordered, order items, and if it was partially or fully received. From this page, you can click Email P.O. or Print P.O. to resend or print a copy for your records.
  • Reopen: Reopen a purchase order that was marked as sent.
  • Receive: Receive all or some products in the order to update your inventory counts.
  • Edit P.O.: Edit an open purchase order
  • Void: Void an open purchase order

Receiving a purchase order

If All Products Arrived:

  1. Navigate to the Products Tab | Manage Purchase Order.
  2. Find the purchase order from the list.
  3. Click Retrieve in the Actions Column.
  4. Check the QTY Received box check box which will populate the ordered totals.
  5. Adjust the “Buy Price” if it is different than the amount shown.
  6. Click Submit and Update Inventory.
  7. The product quantities will be added to your inventory.

Missing Some Products – Need to Back Order:

  1. Navigate to the Products Tab | Manage Purchase Order.
  2. Find the purchase order from the list.
  3. Click Retrieve in the Actions Column.
  4. Enter in the quantities received for each product in the QTY Received fields.
  5. Adjust the “Buy Price” if it is different than the amount shown.
  6. Click Submit and Update Inventory.
  7. Click Update and Create Back Order for Remaining. This will create a new purchase order.
  8. Find the order in the Manage Purchase Orders page.
  9. Click Edit P.O. in the Actions column. Click Email P.O. or Print P.O.
Support categories

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