Use the Purchase Order Entry screen to issue new purchase orders and to edit existing purchase orders.
When you post a purchase order, quantities on hand for the ordered items are immediately placed on purchase order in Inventory Control unless the purchase order is job-related.
If the purchase order is job-related, posting updates committed quantities and amounts in Project and Job Costing for the contract, project, and category that you specify (and does not change the quantity on purchase order for the inventory location).
You can enter four types of purchase orders: active, standing, future, and blanket. For more information, see Purchase Order Types .
The information you enter to add purchase orders includes:
- Header, vendor, and purchase order detail information. For more information, see Entering a Purchase Order.
- Optional field information (if you use Transaction Analysis and Optional Field Creator and you have added optional fields). For more information, see About Optional Fields in Transactions.
- The exchange rate for converting amounts from the vendor's currency to the functional currency (in multicurrency ledgers only). For more information, see About Currency Exchange Rates.
Specifying Requisition Numbers on Purchase Orders
You do not have to create requisitions before entering purchase orders. If you do not use requisitions, you enter all the information and details on the purchase order.
If you create requisitions first, the details and most of the other information entered on the requisition appear automatically on the purchase order. You can also choose to include requisition details with no vendor number (when the purchase order vendor is assigned as the item's vendor type) in the purchase order. You can edit all the information from the requisition, and add or delete lines.
Selecting from More than One Requisition
You can select details from more than one requisition to create a single purchase order.
When you post a purchase order that references a requisition, the requisition details you include are marked as completed on the requisition, whether you ordered the full quantity or a greater or lesser amount. When you post a purchase order for all the outstanding details on a requisition, the requisition is marked as completed and will be deleted the next time you run Day End Processing, if you do not keep transaction history.
Creating Purchase Orders Automatically
You can use the Copy Purchase Orders screen to enter a new PO by copying the details from one or more existing purchase orders to a new order. More...
Posting Purchase Orders
When you post a purchase order:
- Item quantities on purchase order are increased in Inventory Control.
- If the purchase order is job-related, the committed quantities and costs for the job are updated in Project and Job Costing.
- If you use the automatic-numbering option, the purchase order number is assigned and displayed.
- Information for the Purchase Order List is updated, so that you can print an accurate list immediately.
- Purchase order lines that you set to Completed are completed.
Note: You cannot edit these lines after posting.
- If you specified requisition numbers for the purchase order, requisition detail lines on the purchase order are completed on the requisitions.
Note: If a purchase order completes all the details on any specified requisition, the requisition itself is completed when the purchase order is posted.
After posting, you can print copies of the purchase order.
Deleting Purchase Orders
If no receipts have been posted to a purchase order, you can delete the purchase order or individual details on the purchase order. After posting a receipt to a purchase order, you cannot delete the purchase order or any of its details.
To cancel a purchase order detail after posting a receipt, you cancel the outstanding quantity.
To remove a completed purchase order from your system, do one of the following:
- If you do not keep transaction history, run Day End Processing.
- If you keep transaction history, remove completed purchase orders using the Clear History screen. For more information, see Clearing Historical Purchase Orders Data.