Purchasing Inventory

There are two ways to create a Purchase Order. One way is to decide which Supplier you want to order from, select that supplier, and then create your Purchase Order. The other way is to decide which part you wish to order, select a Supplier from a list of Approved Suppliers for your selected part, and then create your Purchase Order. Either way, you will end up with a Purchase Order containing the Products and Services you want. 

Supplier-Based Purchase Orders

To order from your supplier of choice, do the following:

1. Go to Orders / Purchase Orders / New P/O.
2. Choose an Order Date
3. Select a Supplier from the drop-down list.
   • The Payment Terms and Currency will populate based on the supplier's default setpoints.

4. Review the payment terms, the currency and, if necessary, the exchange rate of the order.
5. Click on the Assign Order Number button to finalize the header information.
6. Once the header information is finalized, the 'Add Line Item' button will appear at the bottom of the page, allowing you to save a series of Line Items for that order.
   • Note that the default pricing for the Product's default UOM will be populated if you have set a pricing policy for the Product.
   • Note that the Per-Unt Cost will be updated if you change either the Quantity or the Measurement Units fields.
7. Select your desired product or service from the drop-down list.
8. Enter your desired quantity and select your desired unit-of-measure. (The default unit-of-measure is EA or EACH)
9. Enter a price per unit-of-measure of the item selected.
10. Select your desired delivery date for the item.
    • Repeat steps 7 through 13 until you are satisfied with your order.
11. Tick the boxes of the Taxes to apply to the line item.
12. Since you are ordering items for inventory, leave the Fixed Asset drop-down list set at 'No Selection'.
13. Click the Add Line Item button to record the line item on your Purchase Order.
14. Click either the Print This Order or the Email This Purchase Order hyperlinks when you're finished entering all your items. Alternatively, you can just navigate to away from the Edit Purchase Order screen.

Inventoried Product-Based Purchase Orders

To order a part from an Approved Vendor, do the following:

1. Go to Order Entry / Purchase Orders / New by P/N.
2. Choose a Part Number you want to order, click on its hyperlink.
   • This will display the Vendor Offering's related to the Part.
3. Choose the Vendor Offering you wish to use for your order by clicking on its related Approved Supplier hyperlink.
   • You will be presented with a new Purchase Order form pre-populated with your chosen supplier's contact information and payment terms.
4. Modify the other header fields as required.
5. Note that a drop-down list with the Vendor's other offerings will be shown in the Line Item entry area.
6. Review the payment terms, the currency and, if necessary, the exchange rate of the order.
7. Click on the 'Update Order Header' button to finalize the header information.
8. Enter or edit the remaining line items in the regular way.

Printing Purchase Orders

To print a Purchase Order do the following:

1. Go to Order Entry / Purchase Orders / List.
2. Click on the hyperlink of the PO number you wish to print.
3. Click on the 'Print This Order' hyperlink at the bottom of the 'Show Purchase Order' screen. This will bring up a new view showing the Purchase Order formated as it will be printed.
   • This will give you a PDF version of the Purchase Order in a new browser tab. You can save & email or print the PDF file.

Deleting Purchase Orders

A Purchase Order can be deleted as long as it does not have General Ledger transactions (in the form of Shipment Receipts) related to it.
To print a Purchase Order do the following:

1. If you are not already on the User Screen, click on the 'User Screen' hyperlink on the top navigation bar.
2. Go to Order Entry / Purchase Orders / List.
3. Click on the [X] hyperlink at the right of the PO number you wish to delete.