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Purchase Orders

Purchase Orders​

Purpose To enter and print purchase orders for Boat, Motor, Trailer, and/or Other models in your model file. In addition to information such as quantity ordered, color, and unit cost, a purchase order provides valuable information for the vendor such as shipping information and special comments.

The Boat Purchase Order form allows the user to enter Expected and Actual Production, Shipping, and Delivery dates. These dates are stored in the Boat Purchase Order file.

When a Boat, Motor, Trailer, and/or Other unit is put on a Boat Purchase Order, the unit is given a unit ID when the order is saved and is placed into serialized inventory with a status of OA (On Order and Available). A stock number can be assigned when the order is created or when the unit is received.

From the menu select Sales Management, Purchasing, Purchase Orders

1 General Tab

  • Purchase Order Number - To begin a new Purchase Order, you can enter the letter "N" or Click the "New" Button on the Command Panel. If the purchase order already exists in the system, you can access that order by entering the Purchase Order Number or by pressing F6 key or the List F6 link in the Command Panel to see list of all purchase orders; you can also enter all or part of the stock number preceded by a backslash "" to access a cross-reference list of purchase orders. If the purchase order is closed, you will be prompted to view it in inquiry mode. This field is present in both tabs of the Boat Purchase Order form.
  • Vendor ID – Enter the vendor ID or press F6 to see a list of all vendors; you can also type part of the vendor name preceded by a back slash "" to access a cross-reference list of vendors. This field is present in both tabs of the Boat Purchase Order form.
  • Total Charges – As items are added to the purchase order the Total Charges for the purchase order gets updated in this field. This field is present in both tabs of the Boat Purchase Order form.
  • Purchase Order Date – Defaults to the current system date. Enter the desired date if different than the current system date.
  • Ordered By – Enter the name of the person placing the order. This is a free form text field.
  • Confirmation Number – Enter the Confirmation Number or leave blank. The Confirmation Number prints on DockMaster's default Purchase Order Form.
  • Confirmation Date – Enter the Confirmation Date or leave blank. The Confirmation Date prints on DockMaster’s default Purchase Order Form.
  • Mfg Order Number – Enter the manufacturer’s order number or leave blank.
-- Order Detail Grid –-​

To edit a unit in the Order Detail grid click anywhere in the row for that unit and then press F6 or click the Order Detail F6 link in Command Panel to open the Boat Purchase Order Detail form for that item.

  • Type – Press the F6 key or click the Order Detail F6 link in the Command Panel which brings up the Boat Purchase Order Detail form. Fill out this form to place unit(s) on the purchase order. See the section Boat Purchase Order Detail Form below.
  • Once the Boat Purchase Order Detail form is filled out and saved, the remaining fields in the Order Detail grid fill in automatically, except Unit ID, which is filled when the purchase order is saved. The following right functionality is available in the grid when clicking on any line.
  • Order Detail F6
  • Delete Row F7
  • Inventory Inquiry F8
  • Model Inquiry F9
  • Unit ID – When the Save button is clicked after unit(s) have been added to the purchase order, this field fills in automatically with the next available unique Unit ID number for each unit on the purchase order. This field cannot be changed.
  • Model ID – Automatically fills in when the Model Number is entered in the Boat Purchase Order Detail form.
  • Model Number – Automatically fills in when the Model Number is entered in the Boat Purchase Order Detail form.
  • Color Desc – Automatically fills in when the Color is entered in the Boat Purchase Order Detail form.
  • Stock Number – Automatically fills in when the Stock Number is entered in the Boat Purchase Order Detail form. The stock number can be assigned in the purchase order or when the unit is received.
  • Total Cost – Automatically fills in when the Cost is entered in the Boat Purchase Order Detail form.
  • Mfg Order # – Automatically fills in when the Mfg Order Number is entered in the Boat Purchase Order Detail form.
  • Exp Production – Automatically fills in when the Expected Production date is entered in the Boat Purchase Order Detail form.
  • Exp Shipping – Automatically fills in when the Expected Shipping date is entered in the Boat Purchase Order Detail form.
  • Exp Delivery – Automatically fills in when the Expected Delivery date is entered in the Boat Purchase Order Detail form.
  • Receiver ID – When viewing a purchase order for which units have been received, this field will automatically fill in with the Receiver ID.
-- Order Detail Legend –-​
  • Received – Items that have been received will appear in green.

Boat Purchase Order Detail section

  • Type – Select the type of unit from the pull down list. The default is Boat. The choices are Boat, Motor, Trailer, and Other.
  • Model Number – Enter the Model Number of the unit; you can also type part of the model number preceded by a back slash "" to access a cross-reference list of model numbers. You can also select sales contract units by pressing F7 or clicking the List Contract Boats/Motors/Trailers/Others F7 link in the Command Panel.
  • Color – Enter the color of the unit.
  • Stock Number – Enter the Stock Number for the unit if known. The serial number can be assigned after the unit is added to the purchase order or when the unit is received.
  • Mfg Order Number – Enter the Manufacturer’s Order Number.
  • Unit ID – This field is grayed out until the purchase order has been saved. Once the purchase order has been saved, this field will be automatically filled in the next time the Boat Purchase Order Detail form is opened for this unit.
  • Duplicate Qty – If you wish to add more than one of this unit to the purchase order, enter the number of units to be added.
  • Total Cost – When a model number is entered, this field automatically fills in with the Cost amount from the Cost tab in Model Maintenance for the model number selected.
  • Total Options – This field remains blank until a non-standard or non-model option is added to the Options section of the Boat Purchase Order Detail form. Once an option is added to the Options section, the Total Options field automatically updates to show the option cost based on the Cost and Quantity entered in the Options grid. This field is read only. To change option cost, edit the option in the Options grid.
  • Total Price – This field is grayed out until the purchase order has been saved. Once the purchase order has been saved, this field will automatically be filled in the next time the Boat Purchase Order Detail form is opened for this unit.
  • Comments – Enter comments. This is a free form text field.
  • Estimated Freight – When a model number is entered, this field automatically fills in with the Freight amount from the Cost tab in Model Maintenance for the model number selected.
  • Expected Production – Enter the Expected Production date or leave blank. This field can be updated at any time while the purchase order is open.
  • Expected Shipping – Enter the Expected Shipping date or leave blank. This field can be updated at any time while the purchase order is open.
  • Expected Delivery – Enter the Expected Delivery date or leave blank. This field can be updated at anytime while the purchase order is open.
  • Actual Production – Enter the Actual Production date or leave blank. This field can be updated at any time while the purchase order is open.
  • Actual Shipping – Enter the Actual Shipping date or leave blank. This field can be updated at any time while the purchase order is open.
  • Actual Delivery – Enter the Actual Delivery date or leave blank. This field can be updated at anytime while the purchase order is open.

Options section

Once a model is entered, if there are any standard options defined for that model in Boat/Motor/Trailer/Other Model Maintenance, those options will automatically fill the grid:

  • Code – Option Code. To add a non-standard option, left mouse click in the Code field of the last row (blank row) and press F6 or click the List F6 link in the Command Panel to see a list of options defined for the model of this unit. You can also add a non-model option by entering the option code and answering Yes to the prompt "This option is not on this model "xxxxxx" Continue?" where xxxxxx is the model number. Non-model options are saved with a "NMO-" prefix in the Option Code.
  • Description – The option Description field automatically fills in.
  • Quantity – The Quantity field automatically fills in. This field can be changed.
  • Cost – The Cost of the option automatically fills in. This field can be changed.
  • Extension – Extension of option Cost. This field changes when changes are made to the Cost field or the Quantity field.

Options Legend and Show Price Button

  • Included Model Option – Gray.
  • Non-Standard Option – Orange.
  • Non-Model Option – Red.
  • Show/Hide Price – Click this button to show option price. The text of the button changes to Hide Price; click the button again to hide option price.
-- Print Button –-​

Click the Print button to open the Purchase Order Printing form to print the purchase order. This button is also available in the Shipping Information tab.

-- Shipping Information –-​

The default shipping address for every purchase order defaults to the address entered for the location in the Location Maintenance form. You can edit each of the fields below to change the shipping address or add/change shipping comments.

  • Ship To Name
  • Address Line 1
  • Address Line 2
  • Address Line 3
  • Address Line 4
  • Address Line 5
  • Address Line 6
  • Phone
  • Fax
  • Comments – Enter shipping comments or leave blank. This is free form text field.
-- Print Button –-​

Click the Print button to open the Purchase Order Printing form to print the purchase order. This button is also available in the General tab.