Purchasing

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Purchasing and Purchase Orders  - See Video

 

From Processing, select File Maintenance > Inventory > Purchasing > Purchase Orders

 

Once in the Purchase Order Module, a list of existing PO's will appear.

 

To start a New Purchase Order click Insert New PO button

This brings up a list of Vendors to Choose from. Select a vendor to issue a PO to and you are returned to the active PO list.

At this Point you have two options, you can click the Detail Button, and enter items individually, or you can click the .Auto Create PO for this Vendor button.

 

Auto Create PO for this Vendor

This button will ask you if you would like to include the Current RO's when creating a PO. Answer Yes or No. If you answer Yes, the program will include for order, any items on active RO's. The program will search through your inventory file for the selected vendor and create a suggested PO. Once the Process is complete, Click on the Detail TAB to view the Suggested order.

Auto Create, will also automatically post all items as ON Order to the Inventory File. You may adjust, add or

delete any of the items in the suggested PO.

 

To adjust an item, Click on the UnPost Qty Box. this will remove the Qty ON Order from the Inventory file

and add back the adjusted qty when you click Post Qty Ordered Box.

 

If you are satisfied with all of the Qty Ordered Items, you can Print the Entire PO from the Browse Purchase

Order Window. If you want to Fax the Order to the Vendor, just answer yes to Preview Order when Printing.

When the Preview appears, Click the Printer Icon on the upper right hand corner of the Preview. You will then

see a Printer Dialog Box appear. Change the Name of your printer to your Fax Program. and Click OK.

You will need a Fax Program installed on you computer to do this

 

Entering Quantities Received

When you receive the items on a particular PO, You must Receive them into Inventory.

This will reduce the Qty On Order, and Increase the Qty ON Hand. You can do this two ways.

 

1. If you have checked in the Order, and you are sure all quantities received match the Qty Ordered,

Click Accept Enter PO as Received Button. Be sure you have printed any copies of the PO,

as it will be removed from the list after it is received.

 

2. To receive Items individually, or make adjustments to actual items received, Click the Received TAB

on the detail window and enter the actual qty received. Be sure to Click the Post Received Qty Box.

If you made an error in qty, check the Unpost Qty Received, and edit the Qty.

 

When PO is Posted, the Cost, Price, and Last Vendor information will be updated in the appropriate inventory items.

 

If Using Financial Tools is checked in Set Default Accounts, the General Ledger Journal Entries and

Check Book Bills due will be also be updated.

 

Once in the Purchase Order Module, a list of existing PO's will appear.

po1

 

 

To start a New Purchase Order click Insert New PO button

This brings up a list of Vendors to Choose from. Select a vendor to issue a PO to and you are  returned to the

active PO list. At this Point you have two options, you can click the Detail Button and enter items individually,

or you can click the Auto Create PO for this Vendor button to have the system create a PO for you.

 

po2

 

 

Auto Create PO for this Vendor

This button will ask you if you would like to include the Current RO's when creating a PO.  Answer Yes or No. If you answer Yes, the program will   include for order, any items on active RO's. The program will search through your inventory file for the selected vendor and create a  suggested PO. Once the Process is complete, Click on the Detail TAB to view the Suggested order. Auto Create, will automatically post all items as ON Order to the Inventory File.

 

po10

You may adjust, add or delete any of the items in the suggested PO by clicking the Change Button.

po3

Be sure to Check the Post Order Qty for each item, this will set the On Order filed in the Item record in Inventory.

To adjust an item, Click on the UnPost Qty Box. this will remove the Qty ON Order from the Inventory file and add back the adjusted qty when you click Post Qty Ordered Box.

 

po4

 

If you are satisfied with all of the Qty Ordered Items, you can Print the Entire PO form the Browse

Purchase Order Window. If you want to Fax the Order to the Vendor, just answer yes  

to Preview Order when Printing.

po5

 

When the Preview appears, Click the Printer Icon on the upper right hand corner of the Preview.

You will then see a Printer Dialog Box appear. Change the Name of your printer to your Fax Program

and Click OK.  You will need a Fax Program installed on you computer to do this

 

Entering Quantities Received

When you receive the items on a particular PO, You must Receive them into Inventory.

This will  reduce the Qty On Order, and Increase the Qty ON Hand. You can do this two ways.

 

1. To receive Items individually, or make adjustments to actual items received,

Click the Received TAB and enter the actual qty received.

 

po6

 

If you have checked in the Order, and you are sure all quantities received match the Qty Ordered,

Click Auto Receive Items Button. This will change any items where received has not been filled in to

show Qty Received the same as Qty Ordered. It will not affect any items that have manual Qty received already entered.

 

po11

Importing Items from the PO Pad

  During the course of the days business, items may be added to the PO Pad from Point of Sale.

 You can view and import these item directly from the PO Pad by Clicking the Import PO Pad

 Button.

po7

 This will Pop Up the PO Pad. Select an Item to Import and that item will be automatically   entered into the PO.

The item will then be removed from the PO Pad.

po8

 

Posting the Purchase Order

po12po12

When PO is Posted, the Cost, Price, and Last Vendor information will be updated in the appropriate inventory items.

 

If Using Financial Tools is checked in Set Default Accounts, the General Ledger Journal Entries and Check Book

Bills due will be also be updated.