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Purchase Orders

PURCHASE ORDERS

Purchase Orders are sent to a vendor to order replacement products.

Purchase order table is shown below.

The list initially shows the orders in reverse PO number and date order (the most recent at the top).

Purchase Order Header

The header table can be used with the search bar and search wizard. To show completed POs press the Show Competed button above the table. Right clicking inside the top table opens a menu of tasks that can be performed on the header table.

These tasks are also available on the right task panel under Purchase Orders.

Adding, Changing, Deleting, Viewing and Copying PO header records pops up this form.

Section 1 is the header information for the PO.

•Order Number is automatically generated.

•Type is either Purchase Order or Order Confirmation. A order confirmation is sent to confirm the transfer of a product from a related party.

•Purchase from Vendor is the company that the product is being purchased from.

•For Principal/Consignee is the internal designed company to hold the product.

•Payment Terms are available from a drop down. This relates to the amount of time the supplier (vendor) allows for payment.

•Ship To Warehouse is where the products are physically stored.

•PO# is an external number applied to the order. The number might be to link the PO to a customer order for product.

•Customer is the linked customer that the product is purchased for. This can be blank to purchase for general distribution.

•Ship to Cus Add is the customer location to ship the product. This can be left blank. If the box is checked this location is primary.

•Status - Open for newly entered orders, Pending for orders that are possible, Complete for closed orders and Terminated for orders that have been canceled.

•Status Note is for adding addition information on PO.

•Last Add/Chg By is the last users to modify the order.

•Entered is the user who created the order. This is auto filled with the user.

•Date Entered is when the order was entered. This is auto filled with today's date.

•Date Expected is when the shipment is to arrive.

•Date to Ship is when the supplier is to ship the order.

•Completed is when the order was closed.

•Alias is a special field for internal information.

Section 2 is the product information explained below.

Section 3 for the entry of shipping expenses associated with the order. Here is an entry for pallets.

Purchase Order Detail (Order Items)

The Order Items are the products that are attached to this PO. The Product menu on the right applies to this middle table. Right clicking in the middle of the table pops up this menu of tasks that can be performed on the table.

Products

	Product
	Product entry is simplified by selecting a product from the inventory list. Most of the fields in section 1 are automatically filled in. The can be changed on this form to accommodate differences.

	Other Information
	Additional information on the selected product can be added here. If the product selected is a non inventory product, the Non Inventory check box will be selected.

	Special Information
	The information here is very specific to the product being purchased. Perhaps the product has to be treated before shipped or a sample has to be approved. All of that type of information can be added here.

	Packaging
	This is standard packaging as described here.

Lots

The Product Lot is described under Inventory here.

Notes

Notes are either internal meaning they are for office use only or Print notes. Print notes appear on the PO. These notes are carried over from the notes attached as a default print note.

Default note for POs.

Shipping Instructions

Add instructions for the supplier to following concerning specifi shipping details.

Attachments

These are described in detail here.

Purchase Order Lots

The bottom table shows the lots that are to be sent with the PO. Right clicking on on this table opens this pop up menu of tasks. Similar menu items are available under Receiving on right task panel.

Create On Order Lot allows the creation of a lot in the inventory related to the lot on order. This sidesteps lot receiving under Warehousing > Inventory Receipts. Receiving under Warehousing is more rigorous.

Pressing the Create On Order Lot button pops up

The default quantity can be accepted or a new amount entered. The quantity entered is shown On Purchase Order field. The other fields can be filled in as described under Inventory Receipts.

Task Panel

The right task panel applies to the open tables to the left of it. The Purchase Orders drop down is for the top PO header table. The Products drop down relates to the Order Items table. The Receiving drop down is linked to the bottom Lots/Inventory table.

The Print drop down applies to the PO as a whole. These menu items create documents using all information from the three tables.

The Export drop down menu send information from the tables to various types of documents. The Send To is for the top table (PO Header) information. The Send To Products sends the information from middle Order Items table.

The Search drop down menu applies to only the information in the top PO Header table. More information on Search can be found here.