How to Print, Export, and Share Purchase Orders in Ficos: A Complete Guide

How to Print, Export, and Share Purchase Orders in Ficos: A Complete Guide #

Hey there! Managing your store’s purchase orders efficiently means keeping clear records, communicating effortlessly with suppliers, and ensuring smooth daily operations. With Ficos, you can seamlessly print, export to PDF, or share your purchase orders right from your device. Doing so keeps everything neat, organized, and professional—just the way you want it.

In this comprehensive guide, we’ll cover the entire process in detail, from the basics to troubleshooting. Let’s jump right in!

1. Why Printing, Exporting, or Sharing Purchase Orders Matters #

• Accurate Documentation: Keep your records organized and reliable.
• Easy Supplier Communication: Clearly inform suppliers of your orders, reducing confusion.
• Streamlined Audits: Maintain digital and physical files for audits and reviews.
• Professional Image: Impress suppliers and partners with neatly formatted orders.

2. Before You Start: What You’ll Need #

Make sure you have:

• A Ficos Account: Active, with all necessary permissions enabled.
• A Saved Purchase Order: Already created and ready to use.
• Printer Options (for printing):
  • AirPrint: For wireless printing from iOS to AirPrint-compatible local or network printers.
  • Bluetooth Thermal Printer: For compact, receipt-style printing.
• Apps for Sharing: Email, WhatsApp, or other messaging services installed.

3. Printing a Purchase Order in Ficos #

3.1 Accessing the Purchase Orders Section #

1. Open Ficos and navigate to your Home Screen.
2. Scroll to the Business Manager area.
3. Swipe right and tap Purchase Orders to access your orders.

3.2 Selecting Your Purchase Order #

1. Locate the order you want, either by browsing or using the search function.
2. Tap the order to view detailed information.

3.3 Printing Your Purchase Order #

1. Scroll down to the Order Actions section.
2. Tap “Print”.
3. Select your preferred printing option:
   • AirPrint: Print wirelessly to AirPrint-compatible local or network printers.
   • Bluetooth Thermal Printer: Ideal for compact, thermal receipts.
4. Confirm your choice, and your order prints immediately.

4. Exporting a Purchase Order to PDF #

4.1 Opening Your Purchase Order #

1. From your Purchase Orders list, select the desired order.
2. You’ll see the detailed View Order screen.

4.2 Exporting to PDF #

1. In Order Actions, tap “View PDF” or “Export to PDF”.
2. Ficos creates a PDF instantly.
3. You can:
   • Download it to your device.
   • Open it with a PDF reader.
   • Save it to cloud storage (Google Drive, Dropbox, etc.).

5. Sharing a Purchase Order #

5.1 Navigate to Your Order #

1. In the detailed order view, scroll down to Order Actions.
2. Tap “Share”.

5.2 Sharing Methods #

1. Pick your preferred sharing method from the options:
   • Email: Send directly via email.
   • WhatsApp or Messaging Apps: Quick sharing in chats.
   • Cloud Uploads: Share via Google Drive, Dropbox, etc.
2. Choose between PDF (formal use) or Image (casual sharing).
3. Confirm, and your purchase order is shared instantly.

6. Troubleshooting Common Issues #

• Printer Issues? Ensure your printer is powered on, properly connected, and compatible with your device.
• Bluetooth Not Connecting? Re-pair your Bluetooth printer via device settings.
• PDF Export Errors? Check storage space and PDF viewer compatibility.
• Sharing Issues? Verify necessary permissions are enabled, and apps are installed and updated.

7. Best Practices for Smooth Operation #

• Always Preview: Check your order thoroughly before printing or sharing.
• Prefer PDFs: Use PDF for official records to maintain consistent formatting.
• Maintain Cloud Backups: Regularly save copies in cloud storage.
• Communicate Clearly: Notify your supplier when sending purchase orders.

8. Interesting Reads #

Enhance your knowledge and streamline your operations with these practical guides:

• How to Create a New Purchase Order
• Introduction to Supplier Management
• Add Payment & Attach Supplier Receipt to Purchase Orders
• Managing and Tracking Supplier Purchase Orders
• Setting Up a Bluetooth Thermal Printer for Receipts
• Interpreting Stock Alerts for Retail Success
• Overview of Inventory Management Features
• How to Manually Adjust Stock Levels
• Staff Roles & Permissions Reference

9. Glossary of Key Terms #

• Purchase Order (PO): Official document listing ordered items or services.
• AirPrint: Apple’s wireless printing method for local/network printers.
• Bluetooth Thermal Printer: Compact printer for receipts and invoices.
• Order Actions: Section in Ficos where you perform printing, exporting, and sharing.
• PDF (Portable Document Format): File format ensuring consistency across devices.

10. Conclusion #

Printing, exporting, and sharing purchase orders in Ficos is straightforward, making your daily operations easier, clearer, and more professional. Follow these detailed steps and tips to simplify your procurement process, keep accurate records, and maintain excellent supplier relationships.

Happy managing!

What our clients say #

I have managed to track my expenses better and been able to budget and plan better

Nayebare Jenuario #

★★★★★

Business has never been managed better on an app than with Ficos! No hardware costs, no implementation costs, the LOWEST cost of ownership and business intelligence at your finger tips! Thx Ficos team

Fort High #

★★★★★

Excellent app Very useful for business

Christian TABARO #

★★★★★