Procedures

A Purchase Order is a document issued by you (a buyer) to a Vendor to place an order of specific goods or services to be delivered in the future.  Examples include Material or Equipment (Q or A Master Item Types) or Services (M or L or F Master Item Types), such as legal fees, insurance and rent

Create POs for Jobs (Project / Call / Sales Order) from Purchasing Q

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Create PO from Purchasing Q

1.  Go to Inventory Main Menu > Purchasing Queue (also accessible from Workflow Main Menu > Purchasing > Items to Purchase) and filter the data accordingly
   • “Q” and “A” Type Master Part Number Items appear in the grid based on approved Order items to be purchased and these factors:
   • Order Status (at least APPROVED)
   • Order Item Status (not fulfilled, i.e. in DATAENTRY status)
   • Order Item PO Release Date (today or in the past)
   • Branch Quantity at Branch (insufficient when taking into account Branch On Hand Inventory plus confirmed PO’s on Order) for a Master Part Number
   • Exception: Order item flagged as “Special Order” on an APPROVED Order will appear in the Purchasing Queue grid, regardless of the Item or other factors listed above
2. For each row representing Order Item ready to be purchased, verify:
   • QTY (quantity to purchase); split if you need to break out the Order for purpose of separate action
   • Master No is not blank (e.g. if it was an Order Item placeholder to be replaced)
   • Flag as “Drop-Ship” to be delivered by Vendor directly to the Order Ship To location, or uncheck if not Drop-Ship
   • Vendor from which to procure the item
   • Append and / or read internal notes for each Item, which may include purchasing internal instructions
3. When ready to create a Purchase Orders for selected Line Item(s),
   • Select Extended Menu > Create Purchase Order of Selected Items
     • • System automatically creates a Purchase Order for every distinct Vendor selected (beneficial for bulk purchase with a Vendor) and distinct delivery address (e.g. with specified drop ship locations) as needed

      

   • Or alternatively, select Extended Menu > Add to Existing PO in DATAENTRY status
   • Notice the Purchase Order(s) is (are) created and displayed
4. In the pop up window that appears, confirm that you wish to “Use Order line item costs when creating Purchase Order(s).”  Click OK if this is your preference.
5. In the pop up window that appears, click OK to open all created Purchase Orders (or No if you do not want to open them).  Note: a Purchase Order will be created for each Vendor selected in the Purchasing Queue
6. On the Purchasing Queue > Dataentry POs tab, you may view all POs in DATAENTRY Status including those created above