Procedures

A Purchase Order is a document issued by you (a buyer) to a Vendor to place an order of specific goods or services to be delivered in the future.  Examples include Material or Equipment (Q or A Master Item Types) or Services (M or L or F Master Item Types), such as legal fees, insurance and rent

Create POs for Jobs (Project / Call / Sales Order) from Purchasing Q

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Create PO from Purchasing Q

1.  Go to Inventory > Purchasing Queue (also accessible from Workflow > Purchasing > items to Purchase) and filter the data accordingly
   • “Q” and “A” type Master Part Number Items appear in the grid based on approved Order items to be purchased and these factors:
   • Order status (at least approved)
   • Order Item Status (not fulfilled, i.e. in DATAENTRY status)
   • Order Item PO Release Date (today or in past)
   • Branch Quantity at Branch (insufficient when taking into account Branch On Hand Inventory plus confirmed PO’s on Order) for a Master Part Number
   • Exception: Order item flagged as “Special Order” on an approved Order will appear in the Purchasing Queue grid, regardless of the Item or other factors listed above
2. For each row representing Order Item ready to be purchased, verify:
   • Quantity to purchase; split if you need to break out the Order for purpose of separate action
   • Master No is not blank (e.g. if it was an Order Item placeholder to be replaced)
   • Flag as “Drop-Ship” to be delivered by Vendor directly to the Order Ship To location, or uncheck if not Drop-Ship
   • Vendor from which to procure the item
   • Append and / or read internal notes for each Item, which may include purchasing internal instructions
3. When ready to create a Purchase Order for selected Line Items,
   • Select Extended Menu > Create Purchase Order of Selected Items
     • • System automatically creates a Purchase Order for every distinct Vendor selected (beneficial for bulk purchase with a Vendor) and distinct delivery address (e.g. with specified drop ship locations) as needed

      

   • Or alternatively, select Extended Menu > Add to Existing PO in DATAENTRY status
   • Notice the Purchase Order(s) is (are) created and displayed

Create a PO for specific Sales Order (Job) from Order Form

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Create PO from Order Form

1. Go to the Order record that is past CONFIRMED status
2. Select Extended Menu > Create PO For This Order
   • At the prompt, select whether you want to create a drop ship PO or not
   • The Purchasing Queue for the Order will open with the appropriate Line Items
     • • Select the Items you are ready to purchase and for each row, verify the corresponding attributes: Vendor, Quantity, Drop-Ship flag, Notes
       • Edit as needed via the Extended Menu

      

3. Select the Extended Menu > Create Purchase Orders for Selected Items
   • At the prompt, input whether you wish to use the Order Line Item’s Cost or not
   • Notice the Purchase Order(s) is(are) created and displayed
   • Each Purchase Order item maintains the link to the associated Order Item

Create a PO from Vendor Form

Example scenarios include:

• Purchase of services – such as training service, legal fees, insurance, rent, hydro
  • • For recurring services, such as monthly rent, you may create a recurring PO (i.e. a Purchase Order of type “RECURRING”)

   

• Fulfil inventory stock

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Create PO from Vendor Form

1. Go to the Vendor record (i.e. a Company of Customer Type VENDOR or CUSTVEND).
2. Click the PO’s tab, then click the Purchase Orders grid Add icon
   • In the new Purchase Order record, fill out and / or verify the default attributes
   • Click the Line Items tab to add the item(s) you wish to purchase for inventory stock
     • • Click Find Products sub tab to find inventory Master Part Numbers
       • Highlight the results grid Item row and click “Add to PO” button. Repeat as needed
       • In the grid, edit the editable row attributes as necessary, such as Quantity, Description, and Cost
       • The default PO Cost amount is pre-filled based on your system configuration (Standard, Last, Average Cost, or None at 0.00), therefore, edit as required to closely match what you expect the Vendor’s Cost to be

      

3. Click the Save icon

Create POs to replenish Inventory Stock from Inventory Re-Order Q

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Create PO from Inventory Re-Order Q

1. Go to Inventory > Work Queues > Inventory Re-Order Q (also accessible from Workflow > Purchasing > Items to Re-order) and filter the data as needed
   • Select the “Compare To” filter (REORDER or MINIMUM) to compare the current inventory levels either to the re-order or minimum threshold levels, as set on each Master Part Number record
     • • Results of inventory Master Part Numbers to re-order appear in the grid
       • Fill out the Vendor attribute, if not pre-filled (from the Master record default)
       • Select grid Extended Menu > Choose a Vendor for selected Items

      

2. When ready to initiate your purchase, create the Purchase Order(s):
   • Highlight the results grid Item row(s) and select Extended Menu > Create Purchase Orders for selected items
   • The new Purchase Order record pops up
   • Verify the default Purchase Order attributes, including Line Items tab grid row’s Quantity, Description, and Cost