You can save time by creating purchase orders automatically from current requisitions, from reorder quantities in Inventory Control, and from active sales orders in Order Entry.
You can create purchase orders only for active items, vendors, and locations (if you use Inventory Control). Inventory Control must also allow the items at all locations for which they are ordered, if you use that program.
When you create purchase orders automatically, the program selects Active as the purchase order type, posts the purchase orders, and increases quantities on purchase order in Inventory Control.
To review and edit the purchase orders you create automatically, you use the Purchase Order Entry screen.
To print the new purchase orders, you use the Purchase Orders screen, available in the P/O Forms folder.
For step-by-step instructions on creating purchase orders automatically, see Creating Purchase Orders from Requisitions, Creating Purchase Orders from Inventory Control Reorder Quantities, and Creating Purchase Orders from Order Entry Sales Orders.
Assigning Dates and Purchase Order Numbers
When creating purchase orders automatically, the program:
- Assigns the current session date to each purchase order.
- Assigns the next available purchase order number to each document, using the length, prefix, and number specified for purchase orders in the Options.
After posting, the program displays the number of purchase orders that were created.
Purchase Orders Created by Vendor Type
You can create purchase orders by vendor type. The following example describes the purchase order details that are created when a vendor type is specified.
Assume purchase orders will be created from the following requisition details, and that details with blank vendor numbers are selected for vendors who are Vendor1 in the item records:
|
Line |
Item |
Vendor |
Vendor 1 in |
|---|---|---|---|
|
1 |
A1-103/0 |
Blank |
1200 |
|
2 |
A1-400/0 |
Blank |
1400 |
|
3 |
A1-401/0 |
Blank |
1350 |
|
4 |
A1-650/0 |
1200 |
1500 |
These details would create three purchase orders, one each for vendors 1200, 1400, and 1350.
The purchase order for vendor 1200 would include two item details because vendor 1200 is assigned in the item record as the selected vendor type for line1, and specified as the vendor number for line 4.
Note: You cannot mix job-related and non-job-related requisitions when creating purchase orders. If you use Project and Job Costing and are creating POs from both types of requisitions, you must run this function twice.
Purchase Orders for Requisitions or Vendors on Hold
If you create a purchase order for a vendor account that is on hold in Accounts Payable, the purchase order will also be on hold.
Purchase orders are not created from requisitions that are on hold.
Assigning Entries for Optional Fields
You can specify entries for any optional fields that you use for purchase order documents and details. All the new purchase orders will have these entries in their optional fields, but you can change them if necessary.
When you create a purchase order from more than one requisition, the fields on the Optional Fields tab are taken from the first requisition that you select.