Entering Purchase Order Items
Now that the basic information has been entered for the purchase order, the next step is to enter the specific items that are to be ordered. Click the New option in the Purchase Detail section to bring up a blank screen and enter information for the first item to be ordered.
The Purchase Line Number field is automatically completed by the system. There is no need to edit this field.
The Item ID field is where you select the item you want to order. Click the box at the end of the line to bring up the list of items from that vendor. Select the item you wish to add to the purchase order from the list by clicking the Select button. The item will appear in the Item ID field.
The Vendor Item ID field is automatically completed if there is an additional or different name or reference that the vendor uses for that particular item other then what your company normally uses.
If there is no secondary name or reference, this field is left blank.
The Description field is automatically completed based on the description entered about the item after the Item ID is selected.
Enter the item Serial Number or item Lot Number in the Serial Number field if your company has serialized inventory. If your company does not use serial numbers on the inventory, you can leave this field blank.
The Warehouse / Bin fields are optional fields. They are used If you would like to have this particular item sent to a different warehouse then the rest of the items on the purchase order. The Warehouse Bin indicates what warehouse bin the item will go into when it is received at the warehouse. If you do not wish to use this option, you can leave these fields blank.
Enter the quantity of the item you wish to order in the Purchase Qty field.
The UOM field will be automatically filled in when the item ID is selected in the above field.
The item weight in the Item Weight field is automatically filled in based on information provided during the initial setup of the inventory item.
The Total Weight field will be automatically calculated based on the number of items ordered and the total weight.
The Item Cost will be automatically filled in based on the cost of the item.
If the vendor offers a percentage on the item, enter that in the Dis. % field.
The Item Unit Price will be automatically completed based on the unit price entered during the item setup.
If the item is taxable, check the Taxable box.
The Total field will be automatically calculated based on the quantity of the items ordered and the item price.
The GL Purchase Account will be automatically filled in based on the GL Purchase Account selected for that vendor during the Vendor Setup process. If this purchase order should be allocated to a different purchase account, then select the account from the drop down list.
If there is a Project ID associated with this purchase order, enter that in the Project ID field.
The next few fields, Received, Received Date, Receiving Number, Tracking Number and Received Qty. are not dealt with at this time. They are referred to in the Receiving step of Purchase Order Processing.
When you are finished entering the information about this item, click the OK button at the bottom of the screen to return to the Purchase Order Screen. If you need to add additional items, click the New button and follow the steps as before to enter additional items.
When you are finished with the Purchase Order Screen, and have entered all the information for that purchase order, click the Book Purchase button at the bottom of the screen.
You MUST Post the purchase order for it to properly enter the system. If you need to edit or change a purchase order after it has been posted, then click the Unbook Purchase button at the bottom of the purchase order. Be sure to click Book Purchase once the changes have been made so that the updated purchase order reenters the system.