Creating Purchase Orders from Requisitions

You can create purchase orders for requisition details that do not have vendor numbers, assigning the vendors either by creating purchase orders for only one vendor number or by selecting a vendor type used with items in Inventory Control. More...

Purchase Orders does not create POs from requisitions that are on hold.

If you use Purchase Order's requisition approval system, requisitions must be entered or saved by users who are authorized to approve POs before they can be added to purchase orders.

  • Use the Requisition Entry screen to create or import requisitions.
  • Determine the requisitions, vendors, and dates for which you want to create purchase orders.
  • If you are using Project and Job Costing, choose ether job-related or non-job-related requisitions.

In Accounts Payable:

  • Add any new vendor numbers used in requisitions for which you want to create purchase orders. (The program cannot create purchase orders for vendor numbers that are not defined in Accounts Payable.)
  • Make sure the vendor numbers you want to use are all active. You cannot create purchase orders for inactive vendors.

In Inventory Control, make sure that:

  • All items you are ordering for a location are allowed at the location.
  • You specified only active items and locations on the requisitions for which to create purchase orders.
  • Choose Transaction List from the Analytical Reports folder. For more information, see P/O Transaction List Report Screen.
  • Then print a detailed list of the requisitions from which you are ready to create purchase orders. Make any changes you need to the requisitions, using the Requisition Entry screen.

To create purchase orders:

  1. Open Purchase Orders > P/O Create Purchase Orders > Create POs from Requisitions.

    2. For more information, see P/O Create POs From Requisitions Screen.

  2. Use the From and To fields to specify ranges of requisition numbers, dates, and vendors for which to create purchase orders.
  3. Select options, as follows:
    • Select Consolidate Items to consolidate details from separate requisitions into single details on purchase orders for the same vendor, item, unit of measure, and (if you use Inventory Control) inventory location. More...

      The program combines all related details, with the exception of details that include drop-ship addresses. A separate purchase order detail is created for each requisition detail with a drop-ship address.

    • If you select Include Blank Vendors, you must specify the vendor type for which to create the purchase orders.

      Example: You can have all requisitions with blank vendors use the vendor that is listed as Vendor 1 in the items' vendor details records (in Inventory Control).

    • if you use Project and Job Costing, select Job Related to create job-related purchase orders.

      Note: You cannot mix job-related and non-job-related requisitions when creating purchase orders. If you use Project and Job Costing and you are creating POs from both types of requisitions, you must run this function twice.

  4. If optional fields are assigned to purchase order (at the document level), click the Optional Fields tab, and then specify entries for the optional fields that appear on purchase orders. More...

    If you use the same fields on requisitions and purchase orders, the optional field entries on the requisition detail lines appear defaults on purchase orders, unless you specify different entries here.

    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.

  5. if you use optional fields with purchase order details, click the Detail Optional Fields tab, and then specify entries for the detail optional fields.

  6. Click Process to create the purchase orders.

    Purchase Orders creates a purchase order for each vendor for whom details were entered on requisitions in the ranges you specified.

    When the purchase orders have been posted, you see a message that lists the range of purchase order numbers that were assigned.

  • Print a detailed Transaction List for the purchase orders you created, choosing Transaction List from the Analytical Reports folder.
  • Make any changes you need to the purchase orders, using the Purchase Order Entry screen.
  • Print copies of the purchase orders you need to mail to vendors and to file with your records.