Purchase Orders

Inventory > Procurement > Purchase Orders

The Purchase Orders page creates an order to purchase products from a supplier. The purchase order includes product quantities, an expected delivery date, the delivery location, and prices for each product in the purchase order. On delivery the inventory storage quantities are incremented. Payment terms usually specify an agreed to number of days after delivery for payment. The supplier sends an invoice, which is matched against the delivery record, then processed by your company to pay the supplier.

Product/Supplier Cross-Reference

A supplier must be added to the Manage Products > Supplier tab, before you can create a purchase order for that supplier to deliver that product. The cross-reference includes the default unit cost for the product from that supplier.

Note: For a description of purchase order actions see Processing Purchase Orders.

Creating New Purchase Orders

1. Select the Inventory > Procurement > Purchase Orders page.
2. Click New.
3. Enter the following on the New Purchase Order tab. Notice this tab does does not yet identify the supplier.
   • (PO) Date
   • Ship Method
   • Payment Term
   • (PO) Expected Date
   • Location
   • Default Discount
   • Reference #
   • Project
   • Notes
4. Click Add on the on the Purchase Order Item tab.
   • Select one or more Products.
   • Click OK.
   • QTY - Enter the quantity to order for each time. You can also specify this later.
5. Click Continue in the upper right corner of the page.
   • Suppliers who are eligible to deliver the products you added to your purchase order are listed in the upper panel of the page.
   • If no suppliers are eligible to deliver the products you added in the previous page, that product cannot be included in the creation of purchase orders.
   • Click the Select Lowest Cost button in the lower panel to list each item and the suppliers who can deliver them. The lower cost supplier for each product is selected by default.
   • Optionally change the selected supplier for each item. For example, you may wish to consolidate the creation of POs by selecting the fewest number of suppliers possible.
6. Click Create POs.
   • The message box lists the newly created purchase order numbers.
   • The status of the newly created purchase orders is New.
7. Open a purchase order you just created.
   • A Supplier Info panel displays in the header of the purchase order.
   • A PO # field has been added to the header. It cannot be edited.
8. Optionally adjust the editable fields for each item in the Purchase Orders Items tab. A Grand Total displays at the bottom of this tab.
   • Qty
   • Unit Cost
   • Discount
   • Tax
9. Click the Purchase Order Charges tab click Add.
   • Charge
   • Currency
   • Amount
   • Date
   • Notes
   • Click Save.
10. Click the Custom Fields tab.
    • Enter values in the custom fields, as appropriate for this record.
    • Custom fields are maintained using the Admin > My Company > Custom Fields page.
11. Click Attachments tab.
    • Click Upload a new file to upload files to this record.
12. Click Save.