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Other Purchase Orders (POs)

There are three ways of entering "purchases" into the system. Select the one which is right for your application:

Purchase Orders: The Purchase Orders option is used to create a purchase order that will be received in the future. It allows you to enter changes and receive lotted, unlotted, and individually lotted types of items. Typically, the buyer enters the purchase order, the shipper/receiver receives the purchase order, and the accounts payables clerk completes the purchase order.
Purchasing: Purchasing is a one-step method of entering, receiving, completing, and paying for a purchase. It can only be used for unlotted items.
Other Purchase Orders: "Other Purchase Orders" (this function, continue below) are used to create purchase orders for items that do not exist in the item master file. It is used for non-stocked and non-sold items like supplies, maintenance items, packaging, etc. that the user does not have nor need item codes to track purchase history or inventory transactions.

Other Purchase Orders

Note that, like Purchase Orders, using Other Purchase Orders is a three-step process: entering the purchase order through Other Purchase Orders, receiving the items through Other Receiving, and completing the purchase order through Complete Other PO. Separating these functions allows for segregation of duties to take place.

Available Actions

Using

Adding

Changing

Printing

Voiding

Other Purchase Orders Fields

Vendor	The vendor ID code for the other purchase order.
Name	The vendor's name.
Contact	The contact phone number and person for the vendor. For reference only; the information defaults from the vendor table.
Desc	Descriptive information for this purchase order, which will print on the check stub.
Other PO	This is the purchase order number which is assigned automatically upon updating the purchase.
Opened	The date the other purchase order was created.
Expected	The expected arrival date of the other purchase order.
Received	The date the other purchase order was received.
Buyer	The buyer ID code.
Terms	The payment terms for the other purchase.
Invoice	The vendor invoice number (optional).
Total $	The total dollar amount of this purchase order. The total dollar amount is displayed after each line item is entered.
Status	(System generated) The valid codes are: (O)pen – No receipts entered (P)ending – Receipts have been entered

Line Item Fields

Description	The description of the item being purchased--must be at least one character.
Account	This field displays the expense account and cost center to be charged for this purchase line item. The account defaults from the Vendor table.
Ordered	The quantity purchased. If a quantity is entered here it will be multiplied by the Cost Per amount. If this field is left blank, enter the total purchase cost in the Cost Per field.
Cost Per	The unit cost of this item. The number of decimals for the unit cost is set in Depreciated Options , Non-Inventory Quantity Decimals.
Unit	This optional field displays the purchasing unit of measure.
Total	The total cost for the other PO line.

Security Required : Purchasing - Other Purchasing