Using Purchase Orders

The Purchase Orders screen can be set up in many different ways based on the Purchasing Options and User Options settings that affect purchase orders.

1. Select the Purchase Orders (PO) option from the Purchasing menu.

Note: If you want to create a simple, one step purchase order for non-lotted items, consider using the Purchasing option. To enter purchase orders for other items that are not defined as items use Other Purchases

2. When you first enter the Purchase Orders option, a Select A Purchase Order Option window will appear:

• Select EXIT to return to the Purchasing menu.
• Select ADD Purchase Order to add a new purchase order. Follow the Available Action links below for further information.
• Select FIND (by Vendor, by Number, or by Buyer) to find/select a purchase order. These functions all work in a similar fashion, allowing you to find the purchase order by filtering the list of purchase orders according to the selection criteria. Enter the criteria desired, and a window will appear with a list of the purchase orders matching your selection criteria. The list will indicate the purchase order number, the vendor name, the received and expected dates, and the invoice number (if any). Select the purchase order desired from the list and then follow the Available Actions links below to work on the purchase order.
• Select RESERVE Purchase Order to reserve a purchase order number for future use. Select the RESERVE Purchase Order option. Enter a buyer ID code (press F3 to display a list of buyers) to be associated with the purchase order. Command options will appear; select Reserve Purchase Order. The next purchase order number to be used will automatically display in the Purchase field. Press the space bar to return to the options window.
  
  In order to retrieve and use this reserved purchase order, at the first window, select the FIND by Buyer option to choose the reserved purchase order from the displayed list or select the FIND by Number option and enter in the reserved purchase order reference number.

Note: All reserved purchase orders are classified as open and are at the top of the list in the selection box window with a buyer’s name but no vendor name, description, or date.

• Select Requested Purchases to view Purchase Requests generated from Sales Orders and create Purchase Orders to satisfy the request . See Adding Purchase Orders for more information on Requested Purchases
Select SELECTION BOX to display a Select A Purchase Order window listing of all open, pending, and voided purchase orders in the system to allow you to make edits to or void an existing purchase order. The following information will display:
• The purchase order number
• The vendor name
• The purchase order header note
• The date the purchase order was received
• The expected received date
• The vendor invoice number
• The purchase order type
  • Settlement
  • Consignment
  • Blank – Indicates the purchase order is a regular or standard purchase order

Refer to the Available Actions links below.

3. When working with the various options in Purchase Orders, refer to the following field definitions for the purchase screen:

Header Fields (subject to settings in Purchasing Options)

• Vendor – The vendor ID code
• Purchase – The purchase order number. Assigned automatically upon updating the purchase. The word NEW will show while the purchase is being written.
• Type – Type of purchase order. This field will only appear if the Vendor selected is a Consignment type vendor. Valid types are:
  • P – Purchase Order. Displays as a blank field after the purchase order has been entered.
  • S – Settlement purchase order. Multiple lots received per line. The word Settlement will display.
  • C – Consignment.The product is delivered for sale but only paid for as sold. The word Consignment will display.
• Opened – The date the purchase order was entered. Defaults to the current system date
• Buyer – The name of the buyer making the purchase. Defaults from the User Options default buyer setting
• Name – The name of the company
• Expected – The expected arrival date of the purchased items. Defaults to the current system date
• Terms – The payment terms for the purchase order
• Note – Descriptive information for the purchase order. The information prints on purchase orders and check stubs.
• Received – The date the purchase order is received (if it has been received)
• Invoice – The vendor invoice number It can be entered in Receiving Purchase Orders and Completing Purchase Orders.This field may be required based on the Required Invoice Number field setting in Purchasing Options. If set to No , the vendor invoice number is not required to make Ready to pay, if set to yes the vendor invoice number is required to make ready to pay. Press Enter when finished. Based on the Duplicate Invoice Check setting in Payables Options, the system will either allow, prevent or warn the user that the vendor invoice has been used on other vouchers, voucher adjustments or purchase orders. If set to N=not using, the vendor invoice number can be entered even if on previous transaction. if set to W=Warn or P=Prevent, a Select A Vendor Invoice No will appear with the following information:for each voucher found with the same vendor invoice number:
  • Vendor Invoice Number
  • Voucher Number
  • Voucher date
  • Voucher description
  • The following message line will appear, "Use Arrow Keys or Mouse to Select A Vendor Invoice No".If the Duplicate Invoice Check is set to W, the message will include " WARNING: Invoice number found !!!. The same invoice or a new invoice number can be selected or entered. If the Duplicate Invoice Check is set to P, the same invoice number cannot be entered. a new invoice number must be entered.
• FOB – Fields for port landed, VTR #, area code and sub-area fields will appear if the vendor is designated as a fishing vessel in Vendor Maintenance (Fishing Vessel).
• Location – The common location that all items are being brought into. The field may be left blank and separate locations individually assigned to items.
• Freight:
  • Y – Indicates that freight was prepaid
  • N – Will charge freight cost to inventory
  • P – Prepaid and charge, you will prepay the freight but charge it back to the vendor as a line item on the purchase order.
• Carrier – The carrier assigned to the purchase order, if using.
• Shipper – A shipping note that will appear on all purchase order formats.

The following fields appear in the header as you are entering items

• Total dollars for the purchase order. This value is recalculated after each line item is entered.
• The total pounds ordered on the purchase order. This value is recalculated after each line item is entered.
• Charges – The average per unit and total charges added to the order.

Item Line fields

• Item – The item group
• Item Name – The description of the item.
• Quantity – The quantity purchased and the buying unit. Press F3 to display a list of choices.
• (No label appears) - Pad/Shrink - Y (Y=yes) to enable Pad/Shrink for this item, N (N=no) to ignore. This option is set in Purchasing Options.
• LOC – The warehouse location the items will be delivered to
• Unit Cost – The expected per unit cost of the item and costing unit of measure. Press F3 to display a list of choices. This is the items' default invoicing unit.
• COOL – The country of origin information for the item.
• Item Info – Enter the Item Info Lot Attributes and Trace source product attributes for the item purchased. The following options are available within this field:
  • C – Change. Select Change to enter or change the item info lot attributes and/or Trace Source product attributes .
  • B – Blank. Select Blank to Leave the item info lot attributes and/or Trace Source product attributes .blank.
  • L – Last used. Select Last Used to copy the tem info lot attributes and/or Trace Source product attributes from the previously enter purchase order line .
  • N – No Changes. Select to use the standard item info attributes entered in Lot info or the previously entered item info lot attributes and/or Trace Source product attributes .
• Info – The item info lot attributes based on the item info template assigned to the item..

4. When you are working with a purchase order and have begun to enter line items, the following command options will appear to allow you to further work with the order. Follow the Available Actions links below for further information about these commands.

The following command options display: Add, Change, Delete, Header, Cost, Info, Text, Void, History(Z), Finish(X),and Exit.

• Select Add to add additional line items to this purchase order.
• Select Change to make edits to a line already entered on this purchase order.
• Select Delete to delete a line already entered on the purchase order.
• Select Header to make changes to the purchase order header fields. This includes the Buyer, Date Opened, date Expected, Invoice number, Terms, Description, Freight Terms, and Charges fields.
• Select Cost to enter the Cost column where the purchase cost for each purchase order line item can be entered or changed.
• Select Info to enter or change the Item Info Lot Attributes information.
• Select Text to add free form text for an item.
• Select Location to enter the location id on all PO lines that do not have a location assigned. The Location option will not appear if all lotted items on the PO have been assigned a location.
• Select Void to void the purchase order.
• Select History (Z) and the system will allow you to add items to the purchase order utilizing the purchasing history feature. You must have this feature turned on in Purchasing Options.
• Next Page (N) /1st Page (F)- these options will appear if the number of lines on the purchase order exceed the number of lines on the screen . Each screen can hold 17 purchase order lines. Select Next Page to move to the Next Page/ Screen. Select 1st Page to return back to the 1st Page/Screen.
• If the PO has been previously entered , a Print option will appear to print the purchase order with Finishing the purchase order.
• Select Finish(X) to finish entering the purchase order and save the information for the purchase order.
• Select Exit (E) to exit from the Po without updating.

5. See the steps on receiving and completing a purchase order when you are done entering one.

Use the Available Actions links below for more information.

Security Required : Purchasing - Purchasing Inquiry