Entering A Purchase Order
Click the New button to start a new purchase order. This will bring you to the New Purchase Order Screen. You will notice that many of the fields on the screen are already filled in with default data that was shipped with the system. Go down the list and enter the information for your specific purchase order, changing or removing the default data as necessary. This screen is where the basic information is entered. The actual items being ordered will be entered in the Purchase Detail section.
The Purchase Number field will always say <new> when entering a new purchase order. This field is the ID number for the database for that particular purchase order and cannot be changed or edited.
The date the purchase is being made is entered in the Purchase Date field. The date must be entered as mm/dd/yyyy.
The Transaction Type ID field is automatically selected to be Purchase Order. There is no need to change this field unless you are processing a return, in which return would be selected from the drop down list.
Enter the date the purchase is anticipated to be canceled (if applicable) in the Cancel Date field. This field would be used in the instance that an order is not received or shipped by a particular date. Typically, it will be left blank. The date must be entered as mm/dd/yyyy.
Vendor ID is where the you would select the vendor that this purchase order is for. Click the box at the end of the field to view a list of vendors entered in the system and select the vendor that this purchase order is for.
The Ship To and Ship For fields are automatically populated based on information entered for the vendor during the Vendor Setup process.
In the Warehouse ID field, select the name of the Warehouse from the drop down menu where this order will be shipped to. Once you select the warehouse from the list, the shipping fields (name, address, etc.), will be automatically filled in. The check box that says Ship to Warehouse will automatically be checked once the warehouse is selected.
If the purchase order is being drop shipped (shipped to a customer directly instead of receiving it at the warehouse) then check the Drop Ship box and uncheck the Ship to Warehouse box. Complete the fields with the name and address of the customer where the items will be drop shipped.
Enter the date the purchase should be received by in the Purchase Date Requested field. The date must be entered as mm/dd/yyyy.
The Order Number field is used if the purchase order being entered is for a specific order in the system instead of general inventory or to replenish existing inventory. The actual order number in the system would be filled in here as a cross-reference to the company's order.
Enter the date the purchase is due in the Due Date field. This is the date that the purchase would need to be received by before it is canceled. The date must be entered as mm/dd/yyyy.
Tax Exempt ID Number is your company's tax ID number. It is automatically completed based on information entered during the Company Setup process.
XID, Rate is the Currency Exchange ID and current Currency Exchange Rate. These fields are automatically populated based on the currency type table and the currency ID that the Vendor and Company uses.
Disc %, Amt refers to the discount percentage applied to this purchase order, and the amount of the discount on this purchase order. If there is a discount being applied, enter the percentage in the Disc % field and enter the amount of the discount in the Amt field.
The Taxable field is automatically filled in after the Purchase Detail section has been completed and the Subtotal has been calculated. The Taxable field is the amount that tax will be charged on, if the purchase order is taxable.
Vendor Invoice field is where you can enter the invoice number received from the vendor for this purchased order. If you do not have it at the time of placing the purchase order, you can leave the field blank or you can go back and enter that number after the purchase order is received.
In the Ordered By field, enter the name (or id, depending on what your company is using) of the person who is placing the order.
Enter the date the purchase is anticipated to be shipped in the Ship Date field. If you do not know the anticipated ship date, leave this field blank and the system will fill in the current date. If the vendor/supplier informs you at a later date when the purchase will ship, you can return to this screen to edit this date. The date must be entered as mm/dd/yyyy.
In the Ship Via field, select the shipping method from the drop down list. This selects how the items will be shipped to you.
Terms is the payment terms that your company has with the Vendor. This field should automatically be filled in based on the terms entered during the Vendor setup and would not need to be edited.
The next section is the Purchase Order Details section that lists the items being ordered on this purchase order. See the section on Purchase Order: Entering Items for more information on entering specific items into a purchase order.
The remaining fields on the purchase order are detailed as follows:
The Subtotal field is automatically filled in when the Purchase Detail section is completed. It will display the subtotal of all the items listed on the purchase order.
Check the Tax Freight box if the freight charge is taxable under the company's state law.
In the Shipping field, enter the dollar amount of the freight charge for the purchase. If it is not known when entering the purchase order the amount of the freight, it can be left blank or entered before the purchase order is posted.
In the Handling field, enter the dollar amount of the handling charge for the purchase. If it is not known when entering the purchase order the amount of the handling charge, it can be left blank or entered before the purchase order is posted.
In the Tax field, select the Tax that will be applied to this purchase order.
The Tax Percent field is automatically filled in based on the tax selected in the previous field. It will display the tax percentage of the total.
The Tax Amount field is automatically filled in when the Purchase Detail screen is completed. It will display the tax on the order.
The Total field will update automatically and reflect the totals from the Purchase Detail Screen once that screen has been entered.
When all the information has been entered for the purchase order, and you are ready to book the purchase order into the system, click the "Book Purchase" button. This will save the purchase order and enter it into the system for processing.