Purchase Orders

Overview

Purchase order is a document presented to a vendor for the purchase or goods or services. The system uses purchase orders to track received and invoiced items. The receipt of shipped goods is recorded in the system by creating a bill. Once a bill is created and posted, the received, invoiced and backordered quantities are updated.

Creating Purchase Orders

To create a purchase order:
  1. Go to Purchases.
  2. Select Purchase order under Create.
  3. Choose the vendor in the Company drop-down list. The default shipping location is auto-filled.
  4. Change the Address if applicable.
  5. Enter the expected Delivery date.
  6. Click the More tab and enter Project and Class if applicable.
  7. If this is an order to be drop-shipped, click the Print options tab, choose the customer in the Dropship field and select the Ship to address.
  8. Click the Memo tab and enter a memo if desired.
  9. Click Add to add a line to the purchase order.
  10. Choose the Item from the drop-down list.
  11. Enter the Quantity and Cost.
  12. Change the Ship to, Delivery date, Project, and Class if applicable.
  13. Click Save and close.

Viewing Purchase Orders (List View)

To view a list of purchase orders in the system:
  1. Go to Purchases.
  2. Select Purchase orders.
From the list view, you can:
  • Create a new purchase order.
  • Find a purchase order.
  • Print a purchase order.
  • Generate a supplier invoice.
  • Export to Excel by clicking More → Output list.

Viewing Individual Purchase Orders

To view a purchase order:
  1. Go to Purchases.
  2. Select Purchase order.
  3. Double-click the purchase order you wish to view.
From the individual purchase order view, you can:
  • Edit the purchase order.
  • Print the purchase order.
  • Generate a purchase return.

Recurring Templates

If your purchase orders must be created regularly, you can create a recurring template.
To create recurring purchase orders automatically:
  1. Navigate to Purchases.
  2. Select Purchase orders.
  3. Open a previously created order.
  4. Click Recurring templates at the top.
  5. Click Create.
  6. Click the Generate action and select one of the following options:
  • Generate a draft copy of a document. Every selected time interval, the system will create a draft copy of the selected purchase order.
  • Generate a post a copy of a document. Every selected time interval, the system will create a copy of the selected purchase order and post it automatically.
7. To generate recurring orders several days before the selected time period, specify the number in the Days in advance to create field. For example, if you create purchase orders every first day of the month and specify 1, the order will be created, for example, on the 31st of March instead of the 1st of April.
8. Select the interval. It determines how often the system will create orders. The following intervals are available (to see all options, use arrow buttons on the screen):
  • Daily. The system will create orders every 1st, 2nd, 3d, 5th day, and so on.
  • Weekly. The system will create orders every 1st, 2nd, 3d, 5th week, etc. on the selected weekday (for example, Monday).
  • Monthly. The system will create orders every 1st to last day of every 1st, 2nd, 3d, etc. month OR every 1st, 2nd, 3d, 4th or last weekday of every 1st, 2nd, 3d, etc. month.
  • Yearly.The system will create orders every particular month (for example, January) and day (1st-28th or last).
9. Select the date to start creating orders from in the Start on or later field.
10. Select one of the following options to stop creating orders:
  • To stop after a particular date, enter the date in the Stop after field.
  • To stop after a particular number of orders is created, specify the number in the Stop after N occurence(s) field.
  • Not to stop creating orders, select Proceed continuously (do not stop).
11. One you are ready, read the description of your order at the top to make sure everything is correct and click Save and close.
To make the system remind you to create recurring purchase orders:
  1. Navigate to Purchases.
  2. Select Purchase orders.
  3. Open a previously created order.
  4. Click Recurring templates at the top.
  5. Click Create.
  6. Select the Remind action. The system will remind you to copy the purchase order every selected time interval.
  7. To remind you several days before the transaction date, specify the number in the Remind me N day(s) before the trasaction date field. For example, if the transaction date is every first day of the month, and you specified 1, the system will remind you to create the order, for example, on the 31st of March instead of the 1st of April.
  8. Select the interval. It determines how often the system will create orders. The following intervals are available (to see all options, use arrow buttons on the screen):
  • Daily. The system will create orders every 1st, 2nd, 3d, 5th day, and so on.
  • Weekly. The system will create orders every 1st, 2nd, 3d, 5th week, etc. on the selected weekday (for example, Monday).
  • Monthly. The system will create orders every 1st to last day of every 1st, 2nd, 3d, etc. month OR every 1st, 2nd, 3d, 4th or last weekday of every 1st, 2nd, 3d, etc. month.
  • Yearly. The system will create orders every particular month (for example, January) and day (1st-28th or last).
9. Select the date to start creating orders from in the Start on or later field.
10. Select one of the following options to stop creating orders:
  • To stop after a particular date, enter the date in the Stop after field.
  • To stop after a particular number of orders is created, specify the number in the Stop after N occurence(s) field.
  • Not to stop creating orders, select Proceed continuously (do not stop).
11. One you are ready, read the description of your order at the top to make sure everything is correct and click Save and close.
To make the system remind you to create recurring purchase orders:
  1. Navigate to Purchases.
  2. Select Purchase orders.
  3. Open a previously created order.
  4. Click Recurring templates at the top.
  5. Click Create.
  6. Select the save a purchase order as a template in the recurring templates list.
  7. One you are ready, read the description of your order at the top to make sure everything is correct and click Save and close.

Tracking Received and Invoiced Items

The system uses purchase orders to track received and invoiced items. The receipt of shipped goods is recorded in the system by creating a supplier invoice. Once a supplier invoice is created and posted, the received and invoiced totals are updated in the purchase order.

Backorders

Backorders are noted on the purchase order if the vendor partially delivers the quantity requested in the purchase order. The backordered quantity is updated upon creation of a posted bill that has a quantity of one or more items that is less than the quantity ordered on the purchase order. When this condition exists, the status of the purchase order is set to backordered until an additional bill is created to record the receipt of the rest of the items ordered.