PURCHASE ORDER CALC

Purchase Orders can automatically be created by Purchase Order Calc. The Inventory file is inspected for inventory items whose quantity on hand are less than the minimum quantity required. If there isn’t an open purchase order already on file (one that is not complete), then that inventory item is listed as needing a Purchase Order. After the inventory file has been completely inspected, a message will appear telling you how many inventory items require purchase orders. Click OK to continue.

The list of inventory items requiring Purchase Orders is displayed on your screen along with check boxes for each one that you want to print. You can uncheck the items that do not require purchase orders individually or click the REVERSE SELECTIONS button and check only the ones you want. Then let the Purchase Order Calc program produce the Purchase Orders by clicking the Generate Purchase Orders button. Purchase Orders generated this way are grouped by vendor so that a vendor of several of the inventory items will receive one Purchase Order with multiple line items.

Purchase orders can be printed by selecting the Inventory menu, clicking on Reports, and running the Purchase Order report from the Inventory reports folder.

Purchase Orders generated by Purchase Order Calc can be viewed or modified with the Purchase Order Calc program.

Additional Notes on Purchase Order Calc

Purchase Order Calc goes through each item in the Inventory table. If an Inventory items has a Minimum Quantity of zero it is skipped and will never be automatically ordered.

There are two minimum quantities on the Inventory items: the normal minimum quantity – labeled ‘Min Quantity’ – and a seasonal minimum quantity – labeled ‘Seasonal Min Quantity.’ Associated with the seasonal minimum quantity is a start and end month number. This is to facilitate seasonal usage where in busy months the minimum quantity should be higher than the normal minimum quantity. To use this feature, you should put the start and end month numbers in the dialog where the seasonal quantity should be used instead of the normal minimum quantity.

To produce an automatic purchase order there must be a vendor code specified for the inventory item. At the bottom of Inventory Maintenance screen there is a Vendors tab. On the Vendors screen are boxes for up to four vendors and their associated part number, price each, and minimum order quantity. When it is determined that an inventory item needs to be reordered the vendor with the lowest price each is selected and the purchase order will be created for that vendor.

When creating a purchase order the inventory item’s selected vendor’s minimum order quantity will be used.

Open Purchase Orders

Both Inventory Maintenance and Inventory Post will show the quantity of an inventory item that is still in an open purchase order. Purchase orders are considered closed if the Purchase Order Closed box in Purchase Order Post is checked or if the quantity received (through Inventory post or Accounts payable post) equals the quantity ordered.

Purchase Order Numbers

Purchase order numbers are numeric and Purchase Order Calc will find the highest previous purchase order number and assign new purchase order numbers sequentially.

Note that inventory items without specified vendors, minium quantities, etc. will not generate any purchase orders. This information must be in place in Inventory Maintenance on the Vendor Screen before running PO Calc.