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Home > Supervisor Guide > Finance > Purchase Orders > Purchase Orders

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 Orders editor appears.

    new_po.png

  1. 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 inline_add.png 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 look up 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, 'Deliver To" will remain the same as the Originator.

    Notes

    Additional information regarding the Purchase Order.

* Denote Mandatory Fields

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

    saved_po_no_line_items.png

 

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

    add_line_items.png

  2. Search and select the Item Type from the search box provided

    new_line_item.png

  3. Complete the part number (if known)

  4. Enter the Price

  5. Enter the Quantity

  6. Click Save.

    assigned_line_item.png

 

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.

    edit_line_item.png

  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.

    assigned_line_item.png

  4. Move to the Line Items field and next to the relevant Item type click inline_del.png

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

    image373.jpg

  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.

    process_po.png

  3. Click the Confirm Delivery hyperlink
    The Generate Items For Line Items link appears.

  4. Click the link to generate an Item number
    This will generate a new Item for each Line Item of the PO.

    generate_line_items.png

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

    item_nos_for_line_items.png

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

  7. Click Save.

 

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.

    search_pos.png

  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.