PURCHASE ORDERS

 

 

 

 

DESCRIPTION:  Purchase Orders is used to create or modify a purchase order for a vendor for ordering and receiving items.

 

 

 

To access:  Click on the Inventory module  then click the Purchase Orders menu item.   

 

The following window will appear:

 

  

 

To create a new purchase order, click the New  button.  The Purchase Order Number will automatically be filled in.  Select a Vendor Code from the drop down list.  Enter in the Vendor Contact information.  Enter who created the purchase order in the Ordered By field.  Enter the Requisition Number and the Reference PO Number.

 

Specify a Ship To Address by selecting an address from the drop down list.  Specify a Bill To Address to send the invoice to by selecting an address from the drop down list.  Both the Ship To Address and the Bill To Address can either be the same address or different addresses and will automatically be filled with the most recently used address when creating a new purchase order.  Click the button  next to the address fields to load the Purchase Order Address menu item to edit the selected address.

 

Enter the PO Date.  This is the date that will appear on the purchase order.  Enter an Expected Completed Date by either typing in the date or by using the Calendar button. 

 

You can specify if the purchase order is a verbal order by checking the Verbal Order box.

 

Check the First Approved box to approve the purchase order and lock most of the fields to prevent them from being edited.  You can have a second person approve the purchase order by checking the Second Approved box.  The order in which the approved check boxes are checked does not matter.  This menu item also supports an auto-approve feature that will automatically approve a purchase order if the total amount is less than or equal to the auto-approved limits setting.  You can set the auto-approved limit by clicking the Settings  button at the bottom left corner of the main window.  Click on the System Tab and enter the limit in the Auto Approve Purchase Orders Limit field.  If the field is blank, then no auto-approval will be performed.  Click the Done button.

 

On the Purchase Orders window, enter any notes for the purchase order by clicking the Notes  icon next to the PO Note field.  A View and Edit Notes window will appear to allow you to view and modify the note.  Click OK to update the note or click Cancel to discard the changes.

 

To add items to the purchase order, click the Add PO Line button.  This will add another line item to the purchase order.  Select an Inventory Code from the drop down list or leave the field blank if the line item is not an inventory item.  If you select an inventory item, the Description, Manufacture Number, and Price Each will automatically be updated from values from the inventory item.  Enter the Quantity and Total amount.  Note that changing the Amount will update Price Each and changing Price Each will update the Amount.  Enter the date you expect to receive the line item in the Expected Date field.  Enter any Notes for this line item by clicking the Notes  icon.  A View and Edit Notes window will appear to allow you to view and modify the note.  Click OK to update the note or click Cancel to discard the changes.  You can set the order in which the line items will appear on the purchase order by changing the number in the Line column.

 

To update the quantity received on each line, click the Update Received Quantity button.  This will retrieve all the posted data from the Payables Post and the Inventory Post menu items that has this purchase order number and inventory code.  The date received will be the last received date in the database.  If all the lines Quantity Received matches the Quantity Expected, then a message window will appear asking - Do you wish to close the purchase order?  Clicking Yes will complete your purchase order.  Check the PO Complete box to manually complete the purchase order.  Once the purchase order has been completed, most fields will be locked and cannot be edited.

 

When you have finished making changes or creating a new purchase order, click the Save  button at the top of the window.  A message window indicating if the save was successful or if there were issues will appear.  Click OK.

 

To Delete a purchase order, first select the order from the Search for Purchase Orders window.  Then click the Delete  button at the top of the Purchase Orders window.  A confirmation window will appear asking if you are sure you want to delete the purchase order.  Click Yes to delete the purchase order.

 

The Limit  button will show or hide the purchase orders based on the completed status.  The default setting will hide all the purchase orders that have been completed.

 

To generate a pdf of the purchase order to send to your vendor, click the Print  button at the top of the window.  A window with the purchase order pdf will appear.  The pdf can be saved or printed by clicking the  button.  Click the X in the upper right corner of the window to close the window.

 

Pro Fund Accounting offers several different purchase order options.  Click the Settings  button and click the System Tab.  You can specify if you want to see one, two, or no signature lines on the pdf by using the drop down list in the Enter the number of signature lines field.  You can also specify which purchase order layout you want to use.  Click the Layouts button to view the different layouts Pro Fund Accounting currently supports.  You can customize the PO Line section of the purchase order by selecting one of the styles from the drop down list in the Grid Style Layouts field.  Click the Styles button to see what each of the styles looks like.  Click the Done button at the bottom of the window to save the changes and close the window.

 

Click the X in the upper right corner of the Purchase Orders window to close the window.