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 mark 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
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 Adding Suggested Substitute or Add-On Products 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 Purchase menu, select Purchase Order Entryto display the Initial Order Entry window.
In the Branch field, enter the branch for which you want to create the purchase order.
In the Vendor / Order# field, enter the vendor name for which you want to create the purchase order.
Note: If you want to add a new vendor, click New Vendor to enter the Vendor Maintenance program.
Select New for a new order from the Order Selection window.
The system populates the Location field with your user location to identify the location for which the purchase order is being created.
Verify and update, if needed, the Required Date and Ship Date fields. The system populates these fields with the current date.
Click OK.
The Purchase Order Entry window Body tab displays.
Note: The system populates the Remit To and Ship From addresses. The system checks the Vendor Maintenance file to determine the addresses to display. For more information, see Defining Branch Parameters.
In the Qty/Unit field enter a quantity or amount you want to order, such as 10ea or 1bx.
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. The remaining fields populate based on the product and view chosen. Use the View menu to select alternate fields to display.
An Inventory Adjustment window may display if your purchase order could affect inventory levels. The PIL, Demand, and Days Supply display and you can check inventory or product maintenance if needed. Click OK to return to the Body tab.
Note: If there is more than one price matrix associated with the product, the Vendor Matrix Cell Selection window displays. For more information see Creating Individual Matrix Cells.
Repeat steps 8 and 9 as needed to add additional products.
Exit the window to commit the changes.
If prompted, in the Freightfield on theHeadertab, enter or select the freight value, such as Pre-Paid or COD, and review the other Header fields for accuracy.
On the Status tab, confirm the status or change, if needed. The default print status override set in Vendor Maintenance is used when creating a new purchase order or creating a generation.
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.
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.
For more information on marking orders from Inventory Management, see Marking Purchase Orders as Exceptional.
From the Purchase menu, select Purchase Order Entryto display the Purchase Order Entry window.
Click the Header tab to display the header information.
From the Additional menu, select AdditionalHeader Information to display the Additional Header Data window.
In the Exceptional Order field, enter Yes.
Click OK to save your changes.
Use the Additional Header window 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 Purchase menu, select Purchase Order Entryto display the Purchase Order Entry screen.
In theShip Fromfield, enter the PO number or the vendor name and pressEnter.
Click the Header tab to display the header information.
In the Bonded Expiration Date field, enter the date after which the bond expires and you take possession of the product.
See Also: