Entering a Future Purchase Order

  • If you require requisitions for purchase orders, add the requisitions first using the Requisition Entry screen.
  • Make sure you have full information for each purchase order, including vendor number, purchase order number (if you enter your own document numbers), requisition number (if required), your company's shipping and billing locations or addresses for the purchase order, arrival date and type of purchase order, and the vendor's address, contact, phone numbers, tax group, and terms code.
  • For each item on the order, find out the item number, unit of measure, quantity to order, and location (if you use Inventory Control). For items for which no record exists in your system, you also must have turned on the Allow Non-inventory Items option and know the general ledger expense account for each detail.
  • For each drop-shipment, find out the address and customer number or inventory location (if applicable, and you have Inventory Control) for the shipment.
  • If you use multicurrency accounting, find out the rate type, rate date, and exchange rate to use for each purchase order.
  • If the purchase order is job-related, get (for each item detail) the contract, project, category, resource (if applicable), billing type and rate, and A/R item number.

To enter a future purchase order:

  1. Open Purchase Orders > P/O Transactions > Purchase Order Entry.

  2. Press the Tab key to accept *** NEW *** in the PO Number field, and let Purchase Orders assign a purchase order number when you post the purchase order.

    If you do not want Purchase Orders to assign the number, type the new number in the PO Number field, and then press the Tab key.

  3. In the Vendor Number field, type the vendor number or select it from the Finder.
  4. In the PO Date field, type the date when you want to activate the purchase order.
  5. In the PO Type field, select Future.
  6. Complete the remaining Purchase Order Information and Vendor Information tabs with the information you need for the purchase order.

    For more information, see P/O Purchase Order Entry Screen .

  7. Add the details you are ready to order from the purchase order. (You do not have to add all the details at this time.)

    For more information, see About Adding Purchase Order Details .

  8. Add optional field entries (if used) and other information for the purchase order. For more information, see About Optional Fields in Transactions.
  9. In multicurrency ledgers, edit the exchange rate information, if necessary.

    For more information, see About Currency Exchange Rates.

  10. Click Post.