Creating Purchase Orders

Most purchase orders (P/O) are created from the Suggested P/O Queue conversion program. However, you can create a purchase order at any time for regular products, special orders, or nonstock items. You can also flag an order as exceptional.

Purchase orders can also be created from sales orders. For more information, see Creating Purchase Order Bids from Sales Orders.

Note: When creating a purchase order from a sales order, items with the same part number will be combined only if the cost override is identical.

The system can calculate duty for items you add to the purchase order. If a product has the Duty Harmonizing Code and Country of Manufacture set in Product Maintenance, the duty and freight amounts for that product are calculated when the product is added to a purchase order. If the product is removed from the purchase order or the quantity changed, the duty and freight amounts adjust. Use the Automatically Calculate Duty Charges For Purchase Orders control maintenance record to set this feature. If this control maintenance record is not set, then you must use the Duty hot key for each line item.

After you have received the products and get an invoice from the vendor. You will need to reconcile that invoice in A/P Entry with the purchase order.

Purchase orders require that you select a vendor from whom to purchase your items. The search function lets you type a portion of a vendor name to display the active vendors from whom you can purchase. For example, if you purchase from ABC Plumbing and ABC Electrical, you can type ABC in the Ship-From field and press Enter to display both vendor names. You can set up a vendor for a one-time transaction, if necessary. For one-time activation of a vendor, see Setting Vendor Branch Override Capabilities.

You can substitute products on a purchase order in the same way you substitute products on a sales order. See Substituting Products on Purchase Orders for instructions.

Note: You can purchase buy lines from purchase order entry, see Purchasing Entire Buy Lines.

To create a new purchase order:

From the Purch menu, select Purchase Order Entry to display the Purchase Order Entry screen.
In the Ship From field, enter a vendor name. You can use F10 for a list of available vendors. The Remit to field populates with the vendor billing address.

The system checks the Vendor Maintenance file to determine the remit-to address to display. For more information, see Defining Branch Parameters.

Note: When entering vendors with large numbers of transactions, a selection screen displays. You can select any of the following options from this screen: New, Search, Unreconciled Receivers, or a list of transactions.

Select New from the list. A prompt displays.
At the prompts, enter the following. F10 selections are available for each prompt.

Prompt	Description
New Req'd Date	Date the products are needed.
New Ship Date	Date the products are shipped from the vendor.
New Ship Branch	Branch that receives the product. A branch ID can be up to 4-digits.
New Status	Condition of the purchase order. Defaults to Open. Press F10 to select a different status from the following: O – Open purchase order. B – Request for Bid. X – Cancelled purchase order. V – Vendor shipment notification. R – Received purchase order.

Note: The default print status override set in Vendor Maintenance is used when creating a new purchase order or creating a generation.

In the Qty/Unit field enter a quantity or amount you want to order, such as 10ea or 1bx. If you use the '//' functionality to select multiple items when you enter the quantity, the system displays a warning regarding buy package quantities, if applicable.

Note: This field displays the buy package that corresponds to the branch of the purchase order.

In the Product Description field select a product. You can enter a partial name and press enter for a list of matches or press F10 for a full range of products. The remaining fields populate based on the product and view chosen. Use the View hot key to select alternate fields.

Note: If there is more than one price matrix associated with the product, the Vendor Matrix Cell Selection screen displays. Place the cursor on the matrix cell you want to use and use the Use Cell Matrix hot key to make the selection. For more information see Creating Individual Matrix Cells.

Repeat steps 5 and 6 as needed to add additional products.
Press Esc to commit the purchase order and display the Status screen.
If prompted, in the Freight field, enter freight value, such as Pre-Paid or COD. Use F10 for a list of available freight values.
At the Status screen, confirm the status or change if needed.
Use the hot keys as necessary.
Press Esc to complete the purchase order.

Note: The system checks that you have met the vendor target. If not, the following message displays: Vendor's Minimum Target of <vendor target> has not been met. The system also checks to see if you are authorized to release the purchase order and displays the message: You are not authorized. Enter Password to Override: The FREIGHT.TARGET.OVERRIDE authorization key must be set. Authorized users can enter their Eclipse login password to override.

Flagging Purchase Orders as Exceptional

If you enter a larger than average order you can flag it as exceptional. For example, if a contractor is building a apartment complex and orders all the faucets at one time and he orders 3 faucets for each of the 100 units, then you have an order for 300 faucets at once. This sale of 300 faucets would be an exceptional sale. To exclude the sale from the normal demand calculation, flag the sale as exceptional.

Note: The system includes tagged purchase orders except when the orders are marked as exceptional.

For more information on flagging orders, see Flagging Purchase Orders as Exceptional.

To flag an order as exceptional:

From the Purch menu, select Purchase Order Entry to display the Purchase Order Entry screen.
In the Ship From field, enter the PO number or the vendor name and press Enter.
If you entered a vendor name, select an open PO from the list that displays.
Use the Header hot key to display the header screen.
Use the Addl hot key to display more choices.
Use the Addl Header Info hot key to display the Additional Header Data screen.
In the Exceptional Order field, enter Y.
Press Esc to save the change and return to the Header screen.
Press Esc to return to the purchase order.
Press Esc to return to the main menu.

Tagging a Purchase Order as Bonded

Use the Additional Header screen in the purchase order to mark a purchase order as bonded. The vendor does not relinquish ownership of the product to you until after the bonded date has passed. At that point, you are responsible for payment.

Entering a bonded expiration date:

From the Purch menu, select Purchase Order Entry to display the Purchase Order Entry screen.
In the Ship From field, enter the PO number or the vendor name and press Enter.
If you entered a vendor name, select an open PO from the list that displays.
Use the Header hot key to display the header screen.
Use the Addl hot key to display more choices.
Use the Addl Header Info hot key to display the Additional Header Data screen.
In the Bonded Expiration Date field, enter the date after which the bond expires and you take possession of the product.
Press Esc to save the change and return to the Header screen.
Press Esc to return to the purchase order.
Press Esc to return to the main menu.