Create Purchase Order For Stock Items

System Location: Data Entry > Purchasing > Purchase Orders

This topic provides details on how to create a single purchase order (P.O.) for the purpose of replenishing inventory levels by using existing part files as the source of information.

For more information see Use the Auto PO Utility to Create Multiple Purchase Orders.

For more information see Purchase Orders.

  1. Go to the blue Data Entry tab, open the Purchasing dropdown menu, and select Purchase Orders.
  2. Click New (located at the top of the page.)
General Section
  1. Verify / provide information for the following fields:
    • P.O. Number
    • P.O. Date
    • Default Line Item Due Date
    • Ignore Minimum Charge On This P.O.
    • Vendor Code and Vendor Name will be populated once parts have been selected (see Line Items Section below.)
Line Items Section
  1. Click Search.
  2. Select Part File from the dropdown menu.
  3. Click Search.
  4. Select one or more parts from the grid to place on the P.O.
    • If multiple items are selected, make sure they are from the same vendor.
  5. Click OK.
  6. Edit the details of any parts included on the P.O. as needed.
    • 'Qty Ordered' defaults to the value based on the item's 'Reorder Level' in terms of its Purchasing Unit.

To edit the details of a P.O. Line Item:

  1. Select the desired item.
  2. Click 'Details.'

The following information is available for review and / or editing for each Line Item.

General Section - Details

Reference Only - Cannot be Edited

  • P.O. Number
  • Part Number
  • Purchasing Factor
    • Only displays if Purchasing and Stocking units are different
  • Step Number

Available for Editing

Purchase Orders must be unprocessed in order to be edited.

  • GL Code - Indicates whether the line item will be treated as an expense or an asset purchase
    • Used to populated AP invoice(s) created from receiver(s) associated with the P.O.
  • Product Code
  • Miscellaneous Tooling Charge and Description - Appears on P.O. as a separate charge next to the selected part
  • Markup Percentage
  • Revision
  • FOB
  • Certification Required (Yes / No)
  • Taxable (Yes / No)
Comments - Details

Comments entered here do not print on the P.O.

Quantity / Job Number Splits Section - Details

The grid located here displays how the selected item is being distributed and when each quantity is expected to arrive.

Edit Expected Quantity - Existing Item

  1. Click on either 'Qty' field.
    • Displays two fields only if Purchasing and Stocking units are different; otherwise only one 'Qty' field is present.
    • If two are listed, note whether the Stocking or Purchasing Unit value is being edited.
    • If there is a difference in Purchasing and Stocking units, the stocking quantity field will not calculate the purchasing factor until you Process or OK out of the P.O.
  2. Enter the new value (in terms of the Unit selected.)
    • Quantities can be increased or decreased.
    • If the item is going to a job, the new quantity and related cost will be reflected in the job costs once it is received.
      • If the quantity is decreased on material going to a job as a result of job requirements, the unordered quantity will remain as an open requirement.
    • If the item is going to inventory, the on hand quantity and valuation will be updated once it is received.

Add New Split / Destination

  1. Click 'Add Row.'
  2. Enter the destination of the new split in 'Job Number' field.
    • Manually type the job number the extra material should be posted to when received.
      • Material purchased for a job outside of 'Job Requirements' will still satisfy any open requirements that exist for the selected part / job combination.
    • If the material is going to inventory, type 'STOCK' as the 'Job Number.'
      • Material purchased to inventory outside the use of the 'Reorder Level' option on the Auto PO Utility will still satisfy the need to replenish inventory levels for the selected part.
  3. Enter the amount of material being ordered in either 'Qty' field.
    • Displays two fields only if Purchasing and Stocking units are different; otherwise only one 'Qty' field is present.
    • If two are listed, note whether the Stocking or Purchasing Unit value is being edited.
  4. Edit the Due Date (Date Required) if needed.
    • The Due Date of any line item can be edited.

When adding new splits or editing existing ones, keep the following in mind:

  • When material is going to a job, quantity does not matter on a specific line item so long as the Total Quantity Ordered of the selected item is a whole value in terms of the Purchasing unit.
  • When material is going to inventory (i.e. assigned to 'STOCK'), the quantity must be a whole value in terms of the Stocking Unit.
Receiving Section - Details

Provided for reference purposes only to display details about when the selected line item was received.

Header Section
  1. Verify / edit values in this section as needed:
    • Purchased By
    • Contact
    • Currency Code
    • Exchange Rate
      • Will always be "1" unless dealing with a foreign currency.
    • Terms Code and Tax Code
Available Addresses Section
  1. Verify / edit information regarding the expected delivery of the ordered items as needed:
    • Shipping Address Type (radio button)
    • Location / Customer Code / Vendor Code
Comments Section
  1. Verify / edit Notes To Vendor.
    • As indicated in the Comments Section, information entered in this field will print on documents seen by the vendor.
Complete P.O. Creation
  1. Click Process once all the values have been entered / verified on the P.O.
    • It is likely the utility will display prompts regarding differences between the quantities / costs on the P.O.s being created and the Inventory Items / Estimates defined in the system.
    • It is strongly suggested to answer 'No' to these prompts to avoid overwriting existing quantity breaks and related estimated costs on the part files referenced. If the user answers 'Yes', the utility will replace existing breaks with a single break and the cost located on the purchase order being created.
    1. Once processed, you can go back and create additional line items. This unprocesses the P.O., and it must be processed again before you can receive anything in. Outside of that, most of a P.O. cannot be edited. The ability to unprocess a P.O. depends on whether it has been received or not.

As indicated in the dropdown section on editing line items, material can be purchased for both requirement fulfillment and inventory replenishment on the same P.O. Additionally, a single P.O. can contain line items for both job requirements and items that will be placed into inventory.

For more information see Create Purchase Order From Job Requirements.

 

Back to Purchase Orders