1. Vendors

ERP → Vendors → New vendor: contact, order method (email or EDI), lead time in days and how often you order. Add vendor items with their code, case size and case cost, and mark the preferred vendor for each item.

2. Create purchase orders

By hand: Purchasing → Orders → New order.
From reorder suggestions: one draft PO per preferred vendor, rounded to whole cases.
Smart reorder: looks at sales per day over 2–13 weeks, last year's season, lead time and order cycle, minus stock on hand and on order. Edit the cases, then create the drafts.

POs over your approval limit need the owner's approval. Send emails the PO to the vendor or sends an EDI 850 file.

3. Receive

Purchasing → Receiving: receive against the PO, or a blind DSD delivery with the driver's invoice.
Enter quantities and costs; cost changes are flagged and the vendor catalog learns the new cost.
Add freight on the receipt — it is shared over the lines as landed cost.
Print labels for what you received.

4. Vendor invoices

Enter the invoice against the receipt. Within $1 or 0.5% it is approved and goes to Bills to pay; otherwise it is held with the reason until a manager approves it with a note.

5. Returns and rebates

Returns to vendor take stock out at average cost and create a credit.
Purchasing → Rebates: set up scan-data programs (items or brands, rate per unit), download the weekly file, claim the week and record the payment.