PURCHASE ORDER POST

Purchase orders are produced in one of two ways: either automatically or manually. To post a manual purchase order, use the Purchase Order Post program under the Inventory menu. To automatically create purchase orders, use the Purchase Order Calc program under the Inventory menu.

For both methods a Purchase Order consists of a PO Header, which contains the vendor, ship to, PO number, PO Date, and other information. A key item is a Purchase Order Complete check off box, which is used by the software to know if a purchase order is complete or still open.

In addition to the PO Header, there are PO Line Items, which specify a description, quantity ordered, price each, quantity received and extension. For PO Line Items that have an inventory item in the inventory tables there is also the inventory code. A Purchase Order may have as many line items as is necessary.

All Purchase Orders, either manual or automatic, are available to view or edit in Purchase Order Post.

When you run Purchase Order Post, you will see a list of all purchase orders generated – either manually or through the Purchase Order Calc program. The list will appear similar to the above screen. You can view any purchase order in this list by double-clicking on the one you want or by typing in the purchase order number in the "ENTER PO #" field and clicking FIND.

Creating Purchase Orders

Purchase Orders can be created manually by Purchase Order Post. Once created they can be viewed or modified by Purchase Order Post and printed by clicking Reports, selecting the Inventory menu and running the Purchase Order report.

The Purchase Order report will print one or more purchase orders. A button in Purchase Order Post will print a single Purchase Order. The Purchase Order report can be run for multiple purchase orders by entering a Purchase Order Number range parameter.

Clearing Purchase Orders

The clearing process consists of acknowledging receipt of line items and flagging a Purchase Order as complete.

When a Purchase Order is viewed in Purchase Order Post there is a check box labeled "P.O. Complete." Checking this check box tells the system that it is complete. All line items are considered ‘filled’ even if there are no receipts of line items logged.

Checking the PO Complete check box is the easiest way to close a Purchase Order.

The other method of completing a purchase order is to post the receipt of Line Items by receiving inventory in Inventory Post or by posting the associated invoice for the purchase order in Accounts Payable Post. Receipt of Line Items without inventory codes must be done by Purchase Order Post.

When you’re posting received inventory in Inventory Post there is a place to fill in (or Select from a list) the Purchase Order Number from which the inventory item was ordered. Similarly in Accounts Payable post, if you are posting to an inventory account there is the opportunity to enter the Purchase Order number.

When viewing a Purchase Order in Purchase Order Post, for the line items that have inventory codes, the Quantity Received field is not editable. Instead the program looks for inventory receipts with that inventory code and purchase order number or accounts payable postings to inventory with that inventory code and purchase order number. The quantity received is entered automatically into the Quantity Received Field. Note: Inventory codes of type "I" (for Ignore) are not considered real inventory and you can edit the Quantity Received field.

For non-inventory type Line Items, the only method to show the receipt quantity is to edit the specific line item.

A purchase order is then considered closed if the Purchase Order Complete check box is checked or all the Line Items have the Quantity Received equal to (or greater) than the Quantity Ordered.