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Create/Modify Purchase Order Buttons

Create/Modify Purchase Orders Tabs

Purchase Orders Checklists

Purchase Orders FAQs

Electronic Requisitions Checklists

Electronic Requisition FAQs

Create/Modify Purchase Orders - PO Information Tab

Access this tab using Activities>Purchase Orders>Create/Modify Purchase Orders.

Use this form to enter, modify, print, or review purchases orders. If General Ledger and Distribution Codes are entered, the system automatically enters Segment Coding and Amounts on the Coding tab.

On this tab, enter the Number Type of Reference or Purchase Order, Number, Date, Status, Description, Vendor ID, select the receiving option, and assign a Shipping Address. You have the option to assign a Billing Address for the purchase order. This can be useful if you have multiple office locations outside the main office. Finally, you can include special instructions using the Attention, Buyer, FOB, Shipping Method, and Comments boxes.

Note: Until Vendor ID is selected for the Reference or Purchase Order, all the other fields below it and the Item Detail and Coding tabs, are not available.

Skip Receiving and Receiving Options

The Skip Receiving option emphasizes amounts rather then quantities. In all subsequent processes, amounts can be entered directly without consideration to unit price and quantities. After printing, the items are immediately available on the Transactions>Accounts Payable>Enter A/P Invoices, Transactions>Enter Cash Disbursements, and Activities>Check Writing>Write Checks>Start button >Choose Items/Encumbrances form.

The Receiving option emphasizes quantity control, which is ideal when purchasing items. In all subsequent processes, quantity and unit price are entered and the amount is calculated. Items must be received before they are available on the Transactions>Accounts Payable>Enter A/P Invoices, Transactions>Enter Cash Disbursements, and Activities>Check Writing>Write Checks>Start button >Choose Items/Encumbrances form.

When you initially enter a purchase order, assign it a reference number and a Status of In Process. This allows you to save it and make changes before the purchase order is actually printed/created. When you decide to print/create the purchase order, you must change the Status to Ready to Print. Keep in mind, after you print, the reference number changes to a purchase order number and you can only make limited changes. The purchase order number is determined by what you entered on the Load Purchase Orders form (Activities>Purchase Orders>Create/Modify Purchase Orders> Print.).

If this module is installed and added by the Administrator (Organization>Add a Module), click Select Purchase Order Vouchers to select requisitions to include in the purchase order. Only requisitions that have been given final approval appear on this form.

Select the Create Encumbrance check box to generate a corresponding Encumbrance with the purchase order. The system creates an Encumbrance Session when you Print, using the General Ledger Codes, Distribution Codes, and transaction information entered on the Item Detail and Coding tabs. The system automatically creates encumbrance sessions, if the Create Encumbrances from Coding check box was selected by the Administrator (Organization>Set Up Modules>Purchase Orders).

If the Fixed Assets module is installed and the Enable Without Validating check box is selected by the Administrator on the Organization>Set Up Modules>Fixed Assets form, click Asset Quick Entry to create assets, while you are creating or modifying purchase orders.

The Currency field is only available if you have installed and added this module. The Currency defaults to the selected Vendor ID's currency. Vendor currency was assigned when the vendor was created (Maintain>Accounts Payable>Vendors). The Order Total is formatted in the selected vendor's currency. An additional column, Exchange Rate, appears on the Coding tab if the functional currency does not match the Purchase Order currency and if the Create Encumbrances from Coding check box was selected.

 

Number Type: Select Reference to enter a new purchase order or Purchase Order to view an existing one. The system defaults to Reference as a number type when you initially enter the purchase order as the number type. Once the purchase order has been printed/created, the reference number changes to the purchase order number entered on the Load Purchase Orders form (Activities>Purchase Orders>Create/Modify Purchase Orders> Print).

Number: If Reference was selected, enter a unique reference number, or accept the default number. If Purchase Order was selected, select an existing purchase order number from the drop-down list. You cannot enter a new purchase order number here.

Date: Enter the purchase order date.

Status: This is the purchase order's status—Open, Closed, Void, In Process, or Ready to Print.

  • If the Number Type is Purchase Order, the system displays Open, Closed, or Void. Open allows you to modify or reprint an existing purchase order. Closed allows you to view or print an existing purchase order that has been completely invoiced, received, or canceled. Void allows you to view an existing purchase order that has been voided (Activities>Purchase Order Writing>Void Purchase Orders).
  • If the Number Type is Reference, you can select from In Process or Ready to Print. Select In Process when creating or editing a purchase order before it is printed. Select Ready to Print to create/print the purchase order.

Description: Enter a description for the purchase order.

Vendor ID: Select the Vendor ID to associate with the purchase order, or use Find to help you select an ID.

To display only the 200 most recently used IDs in the drop-down list, select the option "View Frequently used IDs" on the Options>Customize Workstation Settings>Preferences tab.

Currency: The vendor's currency, such as USD, CAD, EUR, GBP, or MXN.

Create Encumbrance: Select this check box to generate encumbrances when you Print, by applying General Ledger Codes, Distribution Code data, and transaction information to the Encumbrance Session form (Transactions>Encumbrances>Enter Encumbrances). An unposted encumbrance session is created.

Skip Receiving: Select this check box to automatically skip the receiving process after printing the Purchase Order. This check box defaults to selected, if the Skip Receiving check box was selected by the Administrator on the Organization>Set Up Modules>Purchase Orders form. Once the purchase order is printed, these items become available using Choose Items/Encumbrances on the following transaction entry forms: Transactions>Accounts Payable>Enter A/P Invoices, Transactions>Enter Cash Disbursements, and Activities>Check Writing>Write Checks>Start button.

Address Codes: You cannot enter a new shipping and billing address on this form; only existing address codes can be selected. Shipping Address Codes are required, while Billing Address Codes are optional. These codes were previously created using the Maintain>Purchase Orders>Address Codes form.

  • Shipping Address: Select the appropriate shipping code.
  • Billing Address: Select the appropriate billing code where payment will be sent.

Attention: Enter the name of the person or department that should receive payment.

Buyer: Enter the name of the buyer who handled this order.

FOB: Freight on Board or Free on Board. Enter shipping information that indicates the point at which the title and responsibility for items ordered, passes from the vendor to the purchaser, such as shipping point or destination.

Shipping Method: Enter a shipping method, such as Ground or Priority Mail. Once entries have been saved, they are available for selection in the drop-down list.

Comments: Enter any optional comments related to this purchase order. These comments appear on the printed purchase order.

Order Total: The purchase order total is based on the sum of the Total column on the Item Detail tab. This amount displays at the bottom of the form, once a line item is entered and the Total column is calculated.

  • After you click Print , the system displays the Load Purchase Orders (Print) form. From that form, you can print the current purchase order, or all purchase orders (with a Status of Ready to Print) at one time.
  • You can use the Load Purchase Orders form to print multiple copies of a purchase order.
  • You can print address code information using the Reports>Purchase Orders>Address Codes form.
  • After the purchase order has been printed and if the Skip Receiving check box was not selected, you can receive the items using Activities>Purchase Orders>Process Receipts.
  • Click Check Budget and Encumbrance Balances to check budget and encumbrance balances for the current purchase order.
  • A Purchase Order remains in the Open Status until is has been completely invoiced, received, canceled, or voided. A Closed Status can be re-opened if a receipt adjustment is made that causes a balance to exist on the purchase order. Once a Purchase Order is voided, it cannot be re-opened, nor can you void a purchase order that has been partially received or invoiced.
  • The Create Encumbrances check box is selected by default, if the Create Encumbrances from Coding check box was selected by the Administrator on the Organization>Set Up Module>Purchase Orders form.
  • Negative values in a PO are acceptable when used primarily to accommodate discounting.
  • Any entries added to the Attention, Buyer, FOB, or Shipping Method fields are saved and available for selection from the drop-down list. Once an entry is created, it cannot be deleted.
  • Your data is designed to print on a multi-use form available online. Refer to Preprinted Checks and Forms for a list of part numbers to use when ordering.