Create a Purchase Order
Create, print, and/or email Purchase Orders to send to your suppliers for items that exist in your Inventory File or Non-Inventoried Items.
Creation Date: Jun 11, 2024
DockMaster
- Click Inventory Management
2. Click Purchasing
3. Click PO Entry
4. If there are multiple locations, select the location for this Purchase Order
5. Click the blank sheet of paper icon to create a new Purchase Order
You can also enter "N" and press enter to start a new PO. *Enter a PO Number or Right click in field to list all OPEN PO if you are maintaining an existing PO. A partially received Purchase Order is considered open until you close it or receive all the items. (You can add additional items or quantity to back-order items).
6. Right click in Vendor ID
If you don’t know the Vendor #, type in a backslash "" followed by a name to access a cross-reference list. *If you entered any Ordering Comments in the Vendor File, the comments will appear in the Vendor Order Comments below. See Vendor File Maintenance in the File Maintenance manual for more information.
7. Select List or press F6 in the field to search and choose from the list of possible vendors
8. Enter information in the fields on the General tab
Clerk ID - Enter your Clerk ID. The default clerk will be the current clerk logged into the system. The clerk number is stored on the PO for reporting and reference purposes.
Purchase Order Date - Enter a Purchase Order Date or press Enter to default to the current date.
Default Delivery Date - Enter a default delivery date to override existing delivery dates on all the parts in the purchase order. When the date is entered, a message will come up asking if you want to Change Delivery Dates for all Parts. If you answer, "Yes" to this question, all delivery dates will get updated. If you answer, "No, the delivery date will be removed from the field.
Ship Via - Enter the Ship Via information. For example, UPS Red, Fed Ex (next day air), etc.
Comments - The Comments section allows you to type in special instructions that will print on your PO.
Vendor Order Comments - Vendor Order Comments are special instructions that display for each vendor if you entered any Ordering Comments in the Vendor File (See Vendor File for more information. This field is not maintainable).
Add Parts to a Purchase Order
9. Double click or Right click to open Part maintenance
10. Right click to see Inventoried parts
11. Select an item
12. Review any warnings that may pop up
-
If the part is already on order, you will receive the message: This Part is already on order. Continue? Click Yes to continue or No to stop.
-
If the part is not associated with vendor, you will receive the message: This Part not available from this Vendor. Continue? Click Yes to continue or No to stop. Note: If you click Yes, the current vendor on the PO will be added to the Part File with the cost entered in this window
13. Enter the item fields
Part Description - The Part Description is displayed; you can modify the description for this PO if desired. Changing the description in a PO does not affect the main Part File. Buy Quantity will display but cannot be modified.
Order Quantity - Enter an Order Quantity for this part. If you set up minimum, maximum, and multiple order quantities for this part in the Inventory File, the system will check and give error messages if the quantity entered does not adhere to the limits set.
Cost Per Order – The Cost Per Order will default to last cost for the Vendor. Click on this field to modify the cost. If there is quantity cost breaks available from this vendor, the system will automatically adjust the cost based on the Order Quantity. Press 'Enter' and the Extended Cost will update automatically.
Extended Cost - The Extended Cost is the Order Quantity multiplied by the Cost Per Order.
14. Press Update to add the Part to the Work Order
15. Save the Purchase Order
Once the Purchase Order is saved, the PO is ready to be printed or used to order parts from the vendor. Once the inventory items have arrived, navigate to Purchasing > Inventory Receiving. Select the vendor, input the Receiver, select this PO, and proceed with the instructions in the knowledgebase article to Receive Inventory Items.
Optional: Assign the Purchase Order Item to a Work Order
16. Right click in the Work Order field and view open WOs
Once you have selected the Work Order, you will then assign part to OP Code/Tech/Quantity that will be used on work order. Once you save, a special order will be created for part.
Optional/As Needed: Add a Non-Inventoried Part to a Purchase Order
17. Precede the part number with a semi-colon and complete the information
The Purchase Order system allows you to order parts that are not in your Inventory File. Simply precede any part number with a semi-colon and the system will not verify the item against your Inventory File. This functionality enables you to order office supplies, fixed assets, or any other item that does not move through your standard inventory parts file. *G/L Account prompt is only active if you are entering a non-inventoried part. The Accounts Payable module will use this account number as the default Debit entry when a receiver containing this part is attached to an invoice.
