Purchase Order Processing - Purchase Order Entry
Function
Use this task to enter purchase order information, such as vendor name, required dates, item information, purchase terms, etc., or to create, change, inquire, or delete purchase orders. Information may be accessed by vendor, purchase order number, or by requisition number. Purchase Order Entry features appear in two tabs; Basics and Dropship.
The main form includes buttons Queue for Printing, Print Purchase Order, Duplicate Receipt, and Comments.
=> To access this task...
Select Purchase Order Entry from the Purchase Order Processing main menu.
Purchase Order Entry
About the Fields
Purchase order entry is divided into three sections: Vendor Information, Purchase Order Detail, and Item Detail. In the vendor information fields, name, address, purchase address, and purchase order number of the vendor you select is displayed; also the name, phone number, and fax number of the contact person for the vendor. The purchase order detail section includes shipping information, such as terms, dates, ship-to address, and so forth. The detail lines of the purchase order appear in the item detail section.
Purchase order entry must be begun from the Purchase Order Number field. When using the Purchase Order Number field, entering a purchase order automatically displays the vendor and possible requisition number and all details associated with the order. Use the navigation keys at the bottom of the window frame to move through existing purchase orders. Attempting to move past the Purchase Order Number field without entering or navigating to a valid record causes the system to issue the prompt - Assign the new Purchase Order Number? - the assumption being that the user is ready to enter a new purchase order.
To enable edits to the form select 
.
In the Purchase Order Number field...
-
Enter a valid purchase order number.
-
Click the record navigating buttons;
to view the first record, 
to view the previous record, 
to view the next record and 
to view the last record. -
Press [Tab] to create a new purchase order using the next unassigned sequential number.
-
Click
to select from a list of purchase orders.
In the Address field...
Display only. Shows the address of the vendor.
In the Contact field...
Display only. Shows the name of the vendor contact.
In the Telephone field...
Display only. Shows the phone number of the contact.
In the Fax field...
Display only. Shows the fax number of the contact.
In the Vendor Comments field...
Display only – If the Display Vendor Comments? field is checked in the Application Parameters task, the comments for this vendor are displayed.
Display only. Shows the dollar total for this purchase order.
To change or delete this purchase order, you must first update the PO Receipt Register or delete the receipt transaction.
- Press [OK] to access the PO # field again.
When entering an existing purchase order, the purchasing detail information is displayed. If a purchase order number that does not exist is entered, the system issues the prompt::
- Click [OK] to return to the purchase order number field
Basics Tab (back to top)
To enable edits to the form select .
-
Enter the order date
-
Press [Tab] to accept the default of the current date.
-
Click
to select a date using the calendar tool.
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Enter the required date for an order.
- Click to select a date using the calendar tool
In the Delivery Promised By field...
This field is optional.
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Enter the promised by date.
-
Click
to select a date using the calendar tool.
In the Don’t Deliver Before field...
This field is optional.
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Enter a date before which delivery cannot be made.
-
Click
to select a date using the calendar tool.
In the Receipt Date field...
Display only. Shows the date of the last receipt for this purchase order.
In the Vendor Ship Via field...
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Enter up to 15 characters for shipping.
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Press [Tab] to accept the default established in the Application Parameters maintenance Defaults tab.
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Enter up to 15 characters for freight terms.
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Press [Tab] to accept the default established in the Application Parameters maintenance Defaults tab.
-
Enter a valid terms code.
-
Click
to select from a list of terms codes. -
Press [Tab] to accept the default established in the Vendor Maintenance task of the Accounts Payable module.
In the Free On Board (FOB) field...
-
Enter up to 15 characters of optional FOB information.
-
Press [Tab] to accept the default established in the Application Parameters maintenance Defaults tab.
In the Acknowledged By field...
- Enter up to 15 characters for the vendor acknowledgment of the order.
In the PO Standard Message Code field...
-
Enter a valid message code.
-
Click
to select from a list of message codes. -
Press [Tab] to accept the default established in the Application Parameters maintenance Defaults tab.
AddonSoftware provides for including two different types of messages for your requisitions/purchase orders: a Standard Message that appears on all requisitions/purchase orders (i.e., Season’s Greetings) and specific messages pertaining to line items (i.e., Requires Part #3342). This field is for the standard message.
In the Ship To Warehouse field...
The warehouse selected in this field becomes the default warehouse for the line items.
-
Enter a valid warehouse ID.
-
Click
to select from a list of warehouse codes.
Dropship? checkbox...
Selection is disabled if AR is not installed. When AR is installed, the Drop Ship is also disabled when detail lines are entered into the grid. In order to create a dropship PO, a SO must already exist with one or more lines marked for dropship.
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Marking the box affects the entire Requisition/PO. Enter corresponding customer/order on the Dropship tab and fill out the other fields. The dropship line code is not used for the individual lines; instead, select the corresponding SO line item from the SO Line Item (a.k.a. SO Seq No) listbutton in the grid row.
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Unmark the box if the requisition is to be a standard shipment from inventory.
In the Purchasing Agent field...
Optional entry. Purchasing Agent Codes are maintained in the task of the same name in the PO Inquiry and Maintenance section. When entered, the Purchasing Agent will be assigned to ALL purchase orders in the register.
-
Enter a valid two-digit code for the purchasing agent.
-
Click
to select from a list of purchasing agent codes.
In the Vendor Purch Addr field...
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Enter the alternate address code.
-
Click
to select from a list of addresses for this vendor. -
Entering a new alternate address code will result in the following prompt:
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Selecting [Yes] will open an address window to create a new record.
-
Select [No] to return to the Vendor Purch Addr field.
Creating a New Purchase Address
Sometimes it may be necessary to send a purchase order to an address not listed in system. The address may be created without leaving this task. Entering a new alternate address code and selecting the [Yes] button to create a new record opens the Vendor Purchasing Addresses window.
In the Vendor ID field...
Display only. Shows the vendor ID and the vendor name.
In the Address Code field...
Display only. Shows the code entered in the previous step.
- Enter up to 30 characters for a name to associate with the address.
Up to three lines of address information are available.
- Enter up to 24 characters for the address.
In the City field...
In the State field...
- Enter 5 to 9 digits for the zip/postal code.
- Enter the telephone number for the purchase address.
- Enter up to 4 digits for the telephone extension.
- Enter the facsimile number for the purchase address.
- Enter up to 20 characters for the name of the contact at the purchase address.
In the Free On Board FOB field...
- Enter the free-on-board information.
In the Ship Via field...
Leaving this window without saving causes the following prompt:
-
Click [Yes] to save the record changes.
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Click [No] to return to the Requisition Header window without saving changes.
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Click [Cancel] to return to the Vendor Purchasing Addresses window.
Entering Item Detail Lines
Line codes are assigned line types in the Line Code Maintenance task. One of five different types may be assigned to a line code. A line code assigned the Standard type requires input to most of the following fields. Line codes assigned the non-stock, vendor part number, message, or other types require less input. At a minimum, AddonSoftware recommends the following Line Codes:
S Standard Item
V Vendor Part Number
N Non-Stock Item
D Standard Dropship
M Message Line
If the Order Processing module is installed, a valid customer and order/line number are required for drop shipment. If you select a line code that requires delivery, the Drop Shipment Information window appears. See Entering Drop Shipment Information following the Purchase Requisition Entry field descriptions.
This field is skipped during input. Select this field key in order to change the default code entered in the Ship To field.
-
Enter a valid warehouse code.
-
Click
to select from a list of warehouse codes for this vendor. -
Press [Tab] to accept the default.
When a warehouse not associated with the vendor is entered, the system displays the prompt:
Warning: This Warehouse Does Not Match Header Ship-to
- Press [Return] to continue purchase requisition entry.
-
Enter a valid item number.
-
Click
to select from a list of item numbers.
In the Description field...
Display only. Displays the description of the item ID entered.
In the Memo/Non-Stock Desc field...
A comment editor pop-up is available when using line codes - M - Message Line, N - Non-Stock, O - Other, and V- Vendor Part #. Up to 1024 characters, line feeds and tab characters may be used.
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The first 40 characters or up to the first line feed (whichever is less), is stored in the Memo/Non-Stock Desc field.
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Hover over the column to the right of the Memo/Non-Stock Desc column to see the full text or select the column (double-click or single click and Ctrl-F/magnifying glass), or via the [Comments] button (or Alt-C) to invoke the comments editor.
NOTE: Comments can only be edited when in the Edit mode.
Requisition / PO Comments
-
Enter the description of the item or the comment when selecting the specified line codes.
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When done with comments, select thew [Exit] button.
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Enter the standard unit of measure for the item.
-
Press [Tab] to accept the default.
Unit of Measure Example
Any two characters can be entered, such as “PR” for pair, “CS” for case, “PL” for pallet, or “LB” for pound.
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Enter the conversion factor for the item.
-
Press [Tab] to accept the default.
Conversion Example
Type the factor used to convert from purchase quantity to stocking quantity. For example, if the item ordered is shipped in cases of 24 but inventoried and stocked singly, enter 24. If the item is shipped in cases of 12 but stocked in pairs, enter 6. The displayed cost changes automatically.
- Enter the amount of the item ordered.
Quantity Order Example
Use the same unit of measure that the vendor uses to ship the item. For example, if two cases of 24 items each are being ordered, enter 2. The extension is automatically recalculated.
In the Qty Received field...
Display only. Received quantities, if any are displayed.
-
Enter the cost per unit.
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Press [Tab] to accept the default value associated with the item.
Display only. Shows the extended cost of Quantity times Cost.
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Enter the receiving location for the item.
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Press [Tab] to accept the default.
- Enter the date the item is required.
This date is used once the requisition is converted to a purchase order for calculations in Material Requirements Planning, the Cash Requirements Report, the Purchase Order Expediting Report, and to update the Last Purchase Date in the Inventory Master File.
In the SO Seq No field...
- Enter the detail line number from the work order that lists the materials for this item.
In the Del Prom By field...
- Enter the date promised.
- Enter a date before which the item cannot be delivered.
-
Enter the message code to be included on the requisition
-
Click
to select from a list of message codes. -
Press [Tab] to accept the default.
-
Enter the work order number.
-
Press [Tab] to skip this field.
-
Click
to select from a list of work order numbers.
NOTE: When selecting a work order you are required to specify a detail line number.
- Enter the detail line number from the work order that lists the materials for this item.
Dropship Tab (back to top)
Purchase Order Entry - Dropship tab
The Dropship window is automatically accessed whenever the Dropship checkbox is selected.
About the Fields
To enable edits to the form select .
-
Enter a valid customer ID number.
-
Press [Tab] to select the first customer record.
-
Click
to select from a list of customer codes.
In the Sales Order Number field...
-
Enter the work order associated with this item.
-
Click
to select from a list of customer codes.
Displays the ship to address.
Display only. Displays the shipping address for the selected Customer ID.
When finished making entries to the fields...
-
Click
to save the record. -
Click
to begin a new inventory transaction record. -
Click
to delete the record.
-
Click the [Queue for Printing] button to prepare the purchase order for printing. The system issues the following prompt:
-
Click [OK] and proceed to the Purchase Requisition Print Task.
-
Click the [Print Purchase Order] button
to print the purchase order immediately, thereby bypassing the queuing task. A print preview version of the purchase order is created.
When creating a new purchase order in Purchase Order Entry, there is an option to create a duplicate purchase order from the historical receipts files. This feature is only available for new purchase orders before the Purchase Order Number has been entered.
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Click the [Duplicate Receipt] button
to open a Purchase Receipt Lookup grid in order to select the receipt (Receiver No) to be duplicated. As with all grids, there are search and filter query capabilities to assist in locating the invoice.
Purchase Receipt Lookup
In the Purchase Receipt Lookup grid select the receipt (Receiver No) to be duplicated. As with all lookups, there are search and filter query capabilities to assist in locating the desired receipt. Click on a "PO No" link to see the detail lines for the "Receiver No".
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