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Purchase Orders

Purchase Orders within the system can simplify the tracking of where and when new Items are purchased or leased. This feature is not meant to replace an organization's original Purchase Order system, it is designed to easily link a specific PO number (and its associated vendor and date information) with an Item.

Select the Purchase Order sub-menu button under the Finance tab to display the list of current Purchase Orders in the system and the Purchase Order search tool.

To create a new Purchase Order:

1. Select Finance>Purchase Orders

2. Click New
   The Purchase Order editor appears.
   
   

3. Enter the following details for the Purchase Order: 

   Field	Description
   Order Details
   PO Number*	The Identification number assigned to the Purchase Order (Must be unique).
   Order Date*	The date the Purchase Order was entered.
   Invoice Date*	The date the vendor shipped the Item. This information is used to help calculate warranty / lease expiration date.
   Vendor*	The distributor or vendor of the item. Select from the drop-down menu, or create a new entry using the button (at minimum for a new entry, the Vendor name is required).
   Order Type*	Purchase or Lease. Use the icon to switch been Types. If Lease is selected, Lease Length must be defined.
   Originator Name*	The Customer who placed the order. Use the last name to lookup the Customer, select the name to assign.
   Deliver To	The Customer to take delivery and ownership of the new Item. Use the last name to look-up the Customer. If a Customer is not selected, it will remain as the Originator.
   Notes	Additional information regarding the Purchase Order.

* Denote Mandatory Fields

4. Click Save to enter the Purchase Order into the database.
   
   

Adding Line Items

Once a Purchase Order is saved to the database, the Line Item editor becomes available at the bottom of the Purchase Order form. Line Items define the Item Type, and contain part number and price information options.

To add a new Line Item:

1. In the Line Item field, click New
   
   

2. Search and select the Item Type
   
   

3. Complete the Part Number (if known)

4. Enter the Price

5. Enter the Quantity

6. Click Save
   
   

7. To add more line items to the PO, click New and repeat steps 2 to 6
   Remove any unwanted line items by selecting  within the relevant line.

8. Click Save
   The Purchase Order is moved out of edit mode.

9. Click Done.

10. Purchase Orders and Invoices are not automatically linked within the system. However, Invoices can be created for Purchase Orders. See: Invoices.

Editing Existing Line Items

To edit an existing PO:

1. Select Finance>Purchase Orders

2. Click the PO Number link

3. Click Edit

4. Move to the Line Items field and click the relevant Item Type link
   The screen expands the Line Item editor.
   
   

5. Make the required changes

6. Click the Save button, within the Line Items field.

Removing a Line Item

To remove a Line Item from an existing Purchase Order:

1. Select Finance>Purchase Orders

2. Click the PO Number link

3. Click Edit
   The Minus and New buttons are displayed in the Line Item field.
   
   

4. Move to the Line Items field and next to the relevant Item Type click

5. The system will confirm that the User wishes to continue
   
   

6. Click OK

7. Click Save.

Converting a Purchase Order to an Item Number

A Purchase Order can be associated with an Item Number after its delivery has been recorded.

To confirm delivery:

1. Select Finance>Purchase Orders>Order number Hyperlink

2. On the Purchase Order Number link, click Edit
   The Purchase Order opens in edit mode. Item information can be edited by selecting the Item Type link before Delivery has been processed.
   
   

3. Click the Confirm Delivery hyperlink
   The system will ask to confirm delivery.

4. Click OK within the system message
   The Generate Items For Delivered Line Items link appears.
   
   

5. Click the link to generate an Item number
   This will generate a new Item for each line item of the PO.
   
   

6. Click Save
   The application will return to the Purchase Order screen.

7. Click Done.

Searching Purchase Orders

Existing Purchase Orders can be searched using the PO number, order date, invoice date, the person who placed the order, the person to be allocated the Item or the Vendor.

To search for a specific PO:

1. Select Finance>Purchase Orders

2. Click Search
   The Search Purchase Orders screen is displayed.
   
   

3. Enter the search details

4. Click Search
   The results are displayed in a Purchase Order list. Use the column header arrows to sort the PO list.

5. Click the PO Number link to view or edit PO details.