Add Vendor Purchase Order

Related Video Content:

Overview - PO


Manually create a PO


Details:
Vendor Purchase Orders are used to request and receive inventory from vendors. You can receive stock, non-stock, labor, other and special order items on purchase orders; however, only stock and non-stock items post to the inventory asset account and are included in the inventory valuation.

• Labor and non-stock items will post to the default expense account for the product line and Special Order items will post to the default SOI asset clearing account.

• The purchase order process is also used to record cost changes (as seen in the cost log) via purchase order line item receipts.

• The receipt of a line item will recalculate the unit cost of the item according to your inventory costing method (average cost, FIFO or LIFO).

• The unit cost, not the default vendor cost, is used when assigning costs on customer invoices and when posting to the COGS account.

• The default vendor cost of the item is used when adding items to the purchase order. The default vendor cost is not permanently changed when the line item cost is adjusted on the PO. The default vendor cost is only changed when updated from the Item Profile or when updated on a vendor inventory invoice.

Step by Step:
Manually create a Purchase Order

1. Go to Administration > Inventory > Vendor Purchase Order > Add Vendor Purchase Order.

2. Select a vendor from the drop down menu. Click Add Vendor if the vendor you’re searching for is not in the list.

3. Select a stock site from the drop down menu. All inventory for this purchase order will be received into the selected stock site. If you wish to drop ship the inventory to a customer location (job or order), go to the Ship To Address > Update once the purchase order is created.

4. Enter the name of the purchase order. This is an optional field. The purchase order name prints in the upper right of the purchase order and is a searchable field.

5. Enter any special instructions for the purchase order. Special instructions print at the bottom of the purchase order.

6. Click OK to create the purchase order. Click Cancel to cancel the creation of the purchase order.
    

Manually create a purchase order from memorized purchase orders

1. Go to Administration > Inventory > Vendor Purchase Order > Add Vendor Purchase Order.

2. Click Copy Remember Me TRX > Vendor PO.

3. Select the name of the purchase order you wish to copy. The purchase order is immediately created once you select the purchase order to copy

4. Information copied on memorized transactions include: vendor, stock site, PO name, instructions, early buy check box, item quantity and item comments. Although items are memorized, the most recent item code and item description information will be added to the purchase order. The latest cost information for the item will always be used.
    

Create one or more purchase orders using reorder alerts

1. Go to Administration>Inventory>Vendor Purchase Orders>Add Vendor Purchase Order from Reorder Alerts. The Check Inventory screen will appear.

2. Select a stock site to search for items that need to be ordered. You may choose one or all stock sites. If all stock sites are selected, a purchase order will be created for each stock site.

3. Select a Vendor to search for items that need to be ordered. You may choose one or all vendors. If all vendors are selected, a purchase order will be created for each vendor with items that need to be reordered.

4. Select one of the following options:

• Select “Check Items where this Vendor is Primary” if you only want to search for items where the selected vendor is the primary vendor. This option is useful if you have selected a primary vendor based on criteria such as better price or faster delivery.

• Select “Check Items where this Vendor is Primary or Secondary” if you want to search for items where the selected vendor is the primary or secondary vendor.

5. At least one of the following options much be selected:

• Select “Check for Reorder Alerts” to search for items that need to be ordered based on pre-set reorder points for the item

• Select “Check for Items on Sales and Service Orders” to search for items reserved on sales or service orders where there is not enough quantity in stock to cover the reserved amount.

• Select “Check for Items on Jobs” to search for items reserved on jobs where there is not enough quantity in stock to cover the reserved amount.

• Select "Check for Items on Inter-Company Purchase Orders" to search for items from your different stock sites that may be coming to your stock site in need

• Select "Check for Special Order Items" to check for Special Order Items that need to be purchased

6. Select one of the following options:

• Select “All Product Lines” to search for items that need to be ordered from any product line

• Select “Specific Product Line” to limit your search to items contained within a specific product line.

• Select “Specific Product Line Department” and click the search button to select a specific product line department to limit your search to items contained within that department only.

7. Select "Reduce Order Qty Suggestion by Quantities on Purchase Orders in a New (not Order) Status", if you wish to reduce your quantity based on the Order Status based on what is already being ordered.

8. Click Search to locate items that need to be reordered based on your filters.

9. Select the items you wish to reorder. Use the “Select” buttons at the top of the screen to select all items in the list, to select no items in the list or to select items that can be transferred from another location.

10. You may wish to select all items that can be transferred in full to another list so you can review the potential transfers and create ICPOs if necessary. To do this, click Select Transfer, choose Select Transfer Full and click Move to New List. This will create a second list of items. You can continue working with this list later to create ICPOs or purchase orders.

11. You can use the radio buttons across the top of the screen to filter the list by stock or nonstock items only.

12. Double click an item or highlight the item and click Edit Item to select a different vendor, different stock site or enter a different quantity. Note: Only vendors assigned to this item will be available in the Vendor drop down. Click OK to save.

13. Use the information in the grid to help you make decisions regarding reorder items and quantities. The following information is especially helpful:

• Warning: Warns you if this item already exists on a purchase order in a “New” status. This means the item is already on a purchase order which has NOT been sent to the vendor yet. You should probably continue adding product to this PO rather than creating a new PO.

• Name: Displays the name(s) of customers waiting for this item.

• Company Quantity Totals: These columns display the current on hand, reserved, available and on order quantities for the selected item.

14. Click Next to create purchase orders for these items.

15. Enter special instructions for all purchase orders that are being created. If you are creating more than one purchase order and the instructions do not apply to ALL purchase orders, then you can enter the instructions separately for each PO once the POs are created.

16. Click Next.

17. If purchase orders exist in a New status for any of these vendors, you can choose to merge reorder items into existing purchase orders rather than create new POs. To do this, select the PO you wish to merge. To view items already on the selected PO, highlight the PO and look at the grid at the bottom of the screen.

18. Click Create Purchase Orders.

19. Click Yes to confirm creation of POs.

20. A list of new POs will be listed. You now have the following options:

• To Print the new purchase orders, highlight the POs you wish to print and click Print. To print all POs directly to the default printer, select Print to Printer. To preview all purchase orders before printing, select Print to Screen.

• To change the status of the purchase order to “On Order” and send the PO to the vendor, highlight the POs to place on order and click Place on Order.

• To update a purchase order to continue making changes such as adding additional items, adding special instructions, assigning customers or selecting a drop ship address, highlight the PO and click Update or double click the purchase order.

21. There are two options for mass selecting purchase orders:

• Press and hold <Ctrl> on the keyboard. Use the mouse to select specific purchase orders.

• Press and hold <Shift> on the keyboard. Use the mouse to highlight the first purchase order in a group. Still holding <Shift>, use the mouse to highlight the last purchase order in the group. This will highlight all the purchase orders in the middle.

Create a purchase order from an inter-company purchase order
Vendor purchase orders are created from ICPOs when the supplying stock site does not have enough inventory on hand to fill the requested quantity. The supplying stock site can then create a vendor purchase order for the requested quantity.

1. Go to Administration > Inventory > Inter-Company Purchase Order > Search Inter-Company Purchase Orders.

2. Highlight a purchase order and click Fill. This opens the Fill Inter-company PO Search screen.

• The purchase order must have a Status of Sent or Active.

3. Select the items to create a Vendor PO.

• Items with the same vendor will be grouped onto a single PO.

4. Click Vendor PO.

5. Keep these items on ICPO?

• Select Yes if you plan to receive these items into the supplying stock site and use ICPOs to transfer the received goods to the requesting stock site.

• Select No to remove the items from the ICPO.

6. Ship To Stock Site - Generally, you will select the supplying stock site if you selected Yes in the Keep these items on ICPO field, or the requesting stock site if you selected No.

7. Order All From Primary Vendor - Create purchase orders for the primary vendor of each item.

• The vendor MUST exist for ALL items in the list.

• Vendors are added to inventory items using the Vendors tab on the Items screen (Inventory > Open an item > Vendors tab).

8. Click Create Vendor Purchase Orders.

9. Click Yes to the confirmation message.

10. Click OK.

Create a purchase order from a sales or service order

1. Go to Administration > Customer > Sales Orders (Service Orders).

2. Right click an existing order and select Purchase Order>Add Purchase Order. (You must have proper permissions to add a PO). You have two options for creating the PO:

• Create Purchase Order allows you to create one or more POs for each item on the order. This option takes you to the Reorder Alerts screen to select items to order, adjust quantities, merge POs and print as needed. See “Creating Purchase Orders from Reorder Alerts” above.

• Add Manual Purchase Order allows you to create PO from scratch. Evosus will not automatically add any items to the PO. See “Manually Creating Purchase Order” above.
   

Once the PO is created, you can update the PO, print the PO and view individual items on order. Again, you must have proper permissions to add and update purchase orders to perform these functions.


Create a purchase order from a job

1. Go to Administration > Job Costing > Search Jobs > Materials.

2. On the Materials menu, highlight one or more items, right click and select Create Vendor Purchase Order. This takes you to the Reorder Alerts screen to select items to order, adjust quantities, merge POs and print as needed. See “Creating Purchase Orders from Reorder Alerts” above.
    

There are two options for mass selecting job materials to order:

• Press and hold <Ctrl> on the keyboard. Use the mouse to select specific job materials.

• Press and hold <Shift> on the keyboard. Use the mouse to highlight the first job material in a group. Still holding <Shift>, use the mouse to highlight the last job material in the group. This will highlight all the job materials in the middle.

Create a purchase order from Job Materials Search

1. Go to Administration > Job Costing > Search Job Materials

2. There are two different ways to view job materials in the Job Materials Search screen. Select “Check for Items on Sales and Service Orders” to search for items reserved on sales or service orders where there is not enough quantity in stock to cover the reserved amount:

• Detail List displays each item for each job. The same item can be listed several times if it is on the materials list for more than one job.

• Summary List displays each item as a single line which allows for consolidated ordering

3. To create purchase orders, highlight one or more items and Click Options. Select Create Vendor Purchase Order. This takes you to the Reorder Alerts screen to select items to order, adjust quantities, merge POs and print as needed. See “Creating Purchase Orders from Reorder Alerts” above.
    

There are two options for mass selecting job materials to order:

• Press and hold <Ctrl> on the keyboard. Use the mouse to select specific job materials.

• Press and hold <Shift> on the keyboard. Use the mouse to highlight the first job material in a group. Still holding <Shift>, use the mouse to highlight the last job material in the group. This will highlight all the job materials in the middle.