About Purchase Order Screen

Introduction

This chapter describes the purchase order screen and how to use it.

Search fields and top buttons

Search fields provide a way to quickly find a purchase order.

Entries in the "Vendor Name" field display all records that begin with the characters entered in the field. The popup next to vendor name displays a list of vendor short names and may be used to find a purchase order for that vendor. Note that if the "Vendor Name" field does not match the vendor in the popup, no records will be displayed. Therefore, only one of these items should be used for searching.

Entries in the "PO #" field displays the purchase order that matches the value entered.

Click on the highlighted item to display a date selector.

Click on a date to display all purchase orders from that date forward. Click "none" to display purchase orders for all dates.

Select the "ShipTo Location" from the popup to display purchase orders to be shipped to that location.

The check boxes (Process, Issue, and Close) lists purchase orders with status that match the selections. When opening the purchase order screen, "Process" and "Issue" are set.

If all search fields are blank, all purchase orders are displayed. More then one search field may be used to create complex search criteria. Note that the number of records meeting search criteria is displayed to the far right of the search fields.

New button - Click to create a new purchase order.

Delete button - Deletes the selected purchase order if the status is "Process". The button is disabled unless status is "Process".

Header and Status

Vendor button - Displays a dialog to select a vendor or create a new vendor.

Ship To/Bill To popups - Initially set to the login location. These may be set as required.

Ship Via - Select the method of shipment. Shipping methods are set up in the Store Locations screen.

FOB - Free on Board. Enter value as required. May be blank.

Dates - All dates are set automatically except the "To Receive" date. Note that the "PO" date may be reset if required.

Remarks - Enter any required comments. These appear immediately above column headings on the printed purchase order.

PO Status - Purchase orders are marked as "Process", "Issue", or "Close". This is called the purchase order status.

Any change to a purchase order is allowed while the status is "Process". Dates can be changed, line items added, changed or deleted, and any other change is allowed.

The "issue" status is set when the purchase order is ready to send to a vendor, and remains as "issue" until changed to "Close". No changes can be made to the purchase order because it is likely to be in transit or being processed by the vendor. If the purchase order has not yet been sent to the vendor, the status can be changed back to process status. In this case a dialog is displayed to warn that this is not a normal action and asks the user to verify the action.

The "Close" status is set by the user when the purchase order is no longer active. Individual line items are closed automatically as items are received. The over all status, however, must be changed by the user to close the purchase order. This can be done even if all items are not received. Of course, this case should be coordinated with the vendor so unwanted items are not billed or received.

Line Items

Search Fields - The fields are for "Item Id" and "Item Description".

Delete button - Enabled when purchase order status is "Process".

Field below browser - Enter or scan the Item Id. If the item is supplied by the selected vendor, it will appear in the browser and all fields below the browser have values with "Units Ordered" set to "0.00". If the item is not supplied by the selected vendor, nothing happens.

Closed checkbox - If number received is equal to number ordered, this check box is automatically set. If number received is less that number ordered, and no more are to be received from this vendor, the checkbox can be set to close this line.

Find Vendor Item button - Click this button to display this dialog. All items supplied by this vendor are displayed. Search fields may be used to locate specific items. Select the item and click the "Choose" button or double click the line to add it to the purchase order.

Done button - Click to dismiss this dialog.

New Vendor Item button - Click to add an item that is supplied by this vendor. A dialog is displayed, which is similar to the vendor items in the catalog screen, to allow entry of vendor item information.

Bottom of screen

printer List popup - Select the printer used to print the purchase order.

Close button - Dismisses this screen.

Print PO button - Prints the purchase order.

Adjust Received button - Enabled after items are received. More below.

Receive PO button - Enabled when "PO Status" is changed to "Issue". More below.

Save button - Saves the displayed information.