Adding Other Purchase Orders

1. When you first enter the Other Purchase Orders option a Select An Option window will appear:

• EXIT – Select EXIT to leave this option.
• ADD – Select ADD to add a new non-inventory purchase order to the system.
• A list of previously entered Other Purchase Orders with the following fields:
  • PO Number
  • Status - Open, Pending, or Voided non-inventory purchase orders in the system.
  • Buyer ID
  • Open Date
  • Expected Date
  • Vendor ID and name
  • The Other Purchase Order header description if entered

Select ADD. Press Enter to confirm your selection.

2. At the Vendor field enter the six character vendor ID code for the other purchase order.

If you are uncertain of the customer code, see Navigating Net Yield - Navigating Net Yield.

3. The contact information will default onto the Other Purchase Order based on the information in the Vendor table.

4. (Optional) At the Desc field enter a description for the Other Purchase Order. The description will print on the check stub and be included in the transaction description when posted to the ledger.

5. At the Opened field enter in the order date or press Enter to accept the current system default dates.

6. At the Expected date fields enter the expected arrival date.

7. At the Buyer field, enter the buyer ID or press F3 to display a window containing all buyers defined in the system. Select a buyer and press Enter.

8. At the Terms field, either accept the default terms for this vendor or use the F3 key to obtain a list of terms in the system.

9. At the Invoice number field enter the vendor's invoice number, if applicable.

Entering Line Items

10. At the Description field enter in the description of the item being ordered. If you do not make an entry to this field and press Enter, command options will appear:

• Continue – Select Continue to continue with the purchase order.
• Exit – Select Exit to exit and return to the option menu.

11. At the Account field, enter in the appropriate expense account and cost center to be charged for this item or accept the defaults defined for the vendor. Press F3 at the Account field to display a list of accounts to choose from; press F3 at the Cost Center field to display a list of cost centers from which to choose from.

Note: Do not use your accounts payable (AP) account number here.

12. (Optional) At the Ordered field, enter the purchased quantity or press Enter to leave the field blank. If the field is blank, the system will default '1' as the quantity ordered.

13. At the Cost Per field, enter the expected per unit cost of the item, if the quantity field is used, or the total amount if you skipped the quantity field.

14. (Optional) At the Unit field, enter the purchasing unit of measure.

15. When a line entry has been completed the cursor will automatically move to the next purchase order line to add more items and update the Total $ field in the header. Enter the next item purchase the same way as above or press Enter on a blank item name field to finish entering line items. When you do, command options will appear:

• Add – Select Add to add an additional line item to the purchase order.
• Change – Select Change to make changes to a line item previously entered.
• Delete – Select Delete to delete a line item previously entered.
• Header – Select Header to change information entered in the header.
• Print - Select Print to print the Other Purchase Order without updating
• Update – Select Update to save the other purchase order.
• Void – Select Void to void this other purchase order.
• Exit – Select Exit to exit the option without saving the purchase order.

Select Update to save the purchase order.

16. The following message will appear: "Print Purchase Order? No/Yes" based on the print form setting in Purchasing Options for PO- Purchase Orders, if you select yes, command options will appear allowing you to print the Purchase Order, Receiver or Vendor copy or choose from a set of other print options.

For more information on the Other Purchase Orders option, select Other Purchase Orders.

Security Required : Purchasing - Other Purchasing