Create a New Purchase Order 

To order material from a Vendor you need to create a new Purchase Order; New Store, Project, or Job Type PO.  The Purchase Order menu is located either on the Reports Menu -> Purchasing -> New PO or under Operations -> Purchasing Routines -> Purchase Order Add.

STEPS for CREATING A PURCHASE ORDER

1. Select Type of P.O.:  Before entering a new Purchase Order you must choose which Type or Category of Purchase Order you want to create. 

1. Store P.O.:  Select when you want to create a new Purchase Order for a single customer, i.e. not for a Project or for a specific Job. Please see #4 below for specific instructions on enter a New Purchase Order. 

2. Project P.O.:  Select the appropriate Project from the drop down menu.  Project P.O. link is only used for creating purchase orders for a specific CMMS project.
   
          

3. Job P.O.:  Enter a Valid Job Number.
   
   Once you have chosen the type of Purchase Order you are creating, select Submit and you will be taken to the Purchase Order Header screen.   

2. Input Purchase Order Header Information:

1. required PO Header fields for ALL Purchase Orders: (All fields highlighted in blue) 

1. Type:  Select the purchase order type from the drop down selection box; normally stock or direct. If you select P.O. type buyout, this P.O. will have no effect on stock quantity on hand when the material is received. P.O. type of buyout should only be used for tickets that have a source code of ‘BO’. Source code of BO (buyout) on delivery tickets will not reduce inventory Quantity on Hand when the item is shipped.

2. Vendor:  Click on this link to search for the correct accounts payable vendor number. A pop-up search screen will appear. Enter a vendor number or partial mail to name and search for the proper purchase order mail to address. Click on paste when you find the correct name and address. The Vendor number and Mail To # will be copied to the screen. Note that Vendor Number designates the payment remit to address and Mail To # identifies the purchase order mailing address.

3. Freight Pay Code:  Select from the drop down box whether the Customer (us) or the Vendor pays the freight. Normally for stock orders the vendor would pay freight if we have met minimum order requirements.

4. Expedite Date:  Enter the date you want the P.O. to be expedited if it has not yet been received. All dates are entered into the system as mm/dd/yyyy format.

5. Mail To #:  If the Vendor number above is entered without using the Vendor Search the Mail To will need to be manually entered.  This is the address for which this order will be shipped to.

6. Written By:  The purchasers ID number.

2. Enter optional PO Header fields as necessary: 

1. Revision #:  If PO has been revised enter the revision #.

2. Revision Date:  entered along with revision date.

3. Expedite By:  ID of the person responsible for expediting this order.

4. Confirm Date:  The date the order was confirmed to the manufacturer.

5. Confirm To:  Who confirmed the order.

6. Promise Date:  The manufacturer’s promised delivery date

7. Customer PO:  Our customer’s order number if for a specific customer order.

8. Ship Via:  Designate how you want the order shipped.  Most frequent used are listed below. 
   
   O/T - our truck
   UPS (red/blue)
   BESTWAY
   HOT SHOT
   WILL CALL or W/C 

9. Quote #:  Manufacturer’s quote number if available.

10. MFG ID:

11. Currency Code:

12. Currency Rate:

13. Auto Update (currency) Rate:

14. Contact Email Address:

15. (Header) Comments:  Internal P.O. comments. These do not print on the P.O. To have comments print on the P.O., see the section below on Making Purchase Order Changes. 

3. Required Direct (to Customer) PO Header Information: 
   
   

1. Account # and Ship To:  You can search and paste this data by selecting the Account # link. It supplies the shipping address for customer direct shipments. This entry is only required if no Source DT # is supplied.  If a Source DT # is provided all the necessary information will be pulled from the DT.

2. Source DT#:  If you know the Source DT # enter it here.  This number identifies the customer delivery ticket to pull shipping and line item information from.  You can also search the DT # by selecting the Source DT # link.

3. Job #:  If Direct PO is for a Job be sure to enter the Job # here - this will tie the PO to the Job for Job Reporting Purposes.

4. Modify Shipping and Billing Information.  After the Direct PO information there is a line of additional Functions available to modify Shipping and Billing Information (not required).
   
    

1. Submit Mail To:  Mail to is the address the invoice will be sent to.  From here you may display and/or modify the P.O. mailing address. 
   
   Modify name and address as required
   Modify Terms – Vendor payment discount terms code (see Admin -> Misc -> Term Search – AP source) 
   
   

2. Submit Ship To:  Ship to is the address the Material will be shipped to - if different from the Mail To.  Information in this field affects this order only.
   
    

3. Input Items on Purchase Order:  From the PO Header there are two functions available to insert items onto the PO:  
   
   

1. Submit Items:  Function used to Add Items to a Purchase Order.  You may enter up to 10 item codes and quantities and then click the Refresh button. The screen will be populated with stock item description, replacement cost, and stock keeping unit of measure.  Note: Always click refresh whenever you add codes or change codes on this screen. 
   
   

1. Set Store Cost:  Function only available if user has access.  Checking the Set Store Cost box will cause the Store Inventory File to be updated with the Cost of the item as listed on the Purchase Order.
   
   

2. Product Code:  Catalog code for this item. You may enter this code directly, or click the Search button at the bottom of the screen to search and paste product codes. You may also click on the Source link to add items from a delivery ticket. In this routine a popup screen will appear, enter your delivery ticket number and click on search. Items on the DT will be presented for you to paste to the P.O. screen. This action links the DT and PO and will provide the warehouse with backorder info on the P.O. receiving report.

3. Qty Ord (quantity ordered):  Enter quantity of item.

4. Cost:  Item unit cost.

5. UM (unit of measure):  Line item unit of measure.

6. Cust item # (customer item number):  Customer’s P.O. item number if for a customer order. optional

7. Customer Order # (CO #). optional

8. Description (product description):  Note: For non-stock items, the description is entered manually and in order for EDI (electronic data invoicing) to work properly the description needs to be formatted as follows:  Enter the mfg prefix, one space and then the catalog number (CRSH LB27).

9. Tag #:  Item tag number.  optional

10. Item Comments:  To enter comments for a line item click the PO Item # link to open the Item Comment box. optional
    
    
    
    

11. Review screen for errors - click More Rows to add more items, or Submit End to terminate item entry. 

2. Buyer’s Guide:  Add items to the PO from an IMS Buyer’s Guide (Routine used by Purchasing)

   • Vendor:  This is the IMS vendor number (as opposed to the A/P vendor number). You can click on this link to search the IMS vendor number table or enter the code directly if you know it.

   • Edit:  A list of buyer’s guide items are shown for your review. You may make any changes desired at this point.

   • Select the required items:  Click the check box beside the items to add, or click all to add all items on the screen.

   • Modify:  You may modify Buy Quantity or Cost (modifications here affect this PO only – it does not change IMS replacement cost).

   • Add:  You may also add a customer code and a tag number if desired.

   • Submit More:  Select Submit More if there are more items to add for this vendor. The items currently on the screen will be added to the P.O. and the next screen of items will be displayed.

   • Click Submit End after all items have been added for this vendor. 

3. SUBMIT END:  Click on 'Submit End' to end Purchase Order input.  If Submit End is clicked from the PO header and no items have been added to the PO you will have to edit to the PO to add items.

4. PONO:  Selecting PONO Quickly reserves a Purchase Order number. The PONO function requires only the Written By be entered. All other data can be entered later; but the more data entered now, the better. It is suggested that the vendor number also be entered at this time, although it is not required. The P.O. number is logged and the order will stay in a ‘Working Status’ until entry of remaining header and item data has been completed. 

4. After selecting 'Submit End' (#3c above) the P.O. will be displayed for Review.
   
   

1. Click on the Item # link to add comments for the selected line item.

2. Select the Edit PO function to be returned to the PO listing page.
   
   

3. Click Print to print a hard copy of the purchase order.

4. To have the purchase order transmitted as an EDI Transaction click the 'Set EDI' function button, and then 'Ok' to confirm.  A message stating EDI 850 Transaction generated successfully will be returned if transaction was completed correctly.  EDI PO's to Vendors are periodically, throughout the day, automatically extracted from MMS.  Once you create the EDI 850 transaction your PO will be transmitted electronically - no further action, by the writer, is needed.
    

Changes MAY BE made to a Purchase Order even after it is finalized and closed.  

Please see Editing Existing Purchase Orders for specific instructions.