This guide outlines the steps to perform a breakdown for items on a Purchase Order (PO) within Lightspeed. This method is typically used when you need to allocate or further detail a PO line item after it has been received. Mastering this process is crucial for maintaining accurate inventory records, ensuring proper product allocation, and streamlining your stock management, ultimately supporting efficient daily operations and financial accuracy.

The "Breakdown Item Via PO" functionality in Lightspeed allows users to split a single received PO line item into more granular inventory units. This is particularly useful for scenarios like:

• Receiving a bulk chemical product (e.g., a 20L drum of liquid chlorine) on a PO, and then breaking it down into smaller, sellable units (e.g., 5 x 4L containers, or individual litres).
• Receiving a box or package on a PO that needs to be broken down into its individual components for separate sale or inventory tracking (e.g. box of 12 of 1L bottles).

Step-by-Step Process

Step 1: Access the Purchase Order and Copy the PO Number

To begin the breakdown process, you first need to access the relevant Purchase Order and copy its unique identifier.

1. Locate the Purchase Order: Navigate to the Purchase Order you wish to break down.

2. Verify PO Status: Ensure that the PO status next to the PO number displays "(Received)". If it is not in this status, you will not be able to proceed with this breakdown method.

3. Copy the Purchase Order Number:

   • Identify the Purchase Order Number (e.g., MAI-114).
   • Copy this number.

Step 2: Search for Products Using the PO Number

After copying the PO number, you will use it to filter and find the products associated with that specific Purchase Order in the Products section.

1. Navigate to Products:

   • On the left-hand navigation menu, click on "Products". This will take you to the main Products search page.

2. Paste PO Number:

   • Look for the "Purchase order number" field.
   • Paste the copied Purchase Order number (e.g., MAI-114) into this field.

3. Initiate Search:

   • After pasting the PO number, you must click the "Search" button. The system does not auto-search when you paste the number.

Step 3: Select the Product and Initiate Breakdown

Once the search results are displayed, you need to select the product you wish to break down and then choose the appropriate action.

1. Select the Product:

   • In the search results table, locate the product you want to break down (e.g., "Chemical A").
   • Click the checkbox next to the product's row (indicated by label '1' in the screenshot). This will select the product and make the "Choose an action" menu active.

2. Trigger the Action Menu:

   • Click on the "Choose an action (1 selected)" button (indicated by label '2' in the screenshot). You must click this button to trigger the dropdown menu.

3. Select "Break down product":

   • From the dropdown menu that appears, select "Break down product"

Key Considerations & Best Practices

• Double-check the PO number before searching and the product selected before initiating the breakdown to prevent errors.
• Remember that breaking down a product adjusts your inventory levels. For example, if you break down 1 unit of a 20L drum into 5 units of 4L containers, your inventory for the 20L drum will decrease, and your inventory for the 4L containers will increase accordingly.