Create or edit purchase orders
This topic describes how to create a purchase order and add items to it manually.
Click Inventory/Purchasing.
Click Purchase Orders.
Click New.
On the Header tab, enter the purchase order information:
Order No.
The order number. Store Manager can automatically generate an order number, if required.
Order Status
The order status. This value is set by Store Manager. Values include Open, Released, Shipped, Completed.
Supplier Order No.
The supplier's order number, if applicable.
Order Date
The date the purchase order was created.
Date Required
The date the items are required by the purchase order recipient.
Delivery Status
The delivery status. This value is set by Store Manager. Values include Open, Partial, and Completed.
Invoice Status
The invoice status. This value is set by Store Manager. Values include Open, Partial, and Completed.
Reference
Reference information related to the purchase order.
Date Placed
The date the purchase order was placed.
Matrix Layout
Select this option if you want to add matrix items to the purchase order. If this option is selected, on the Items tab you can then add matrix items:
Click Add.
From Type, select Matrix.
From Code, click Browse, select the matrix item, and click OK.
Click Save And Close. The Matrix Item dialog displays.
Supplier
The supplier providing the items in the purchase order. Click the browse icon next to the Supplier field, select the supplier from the list, and click OK. The supplier's name and address are automatically added below.
Ship To
The recipient of the items in the purchase order: Store; Customer If you select Customer, click the browse icon, select the customer from the list, and click OK. The store or customer's name and address are automatically added below.
Purchaser
The person who requested or authorized the purchase order, if applicable.
Requisitioner
The person who requested or authorized the purchase order, if applicable.
Terms
The payment terms for the invoice, if applicable.
Invoice Discount
The discount on the invoice items, if applicable. Select one of the following:
Nil: No discount.
Amount: Enter the dollar amount of the discount.
Percent: Enter the percent discount.
Shipping Methods
The shipping method to use, if applicable.
FOB point/Freight
Enter the free on board (FOB) designation in the first field. This indicates who has ownership of the items during shipment. In the second field, enter who is paying for shipping. It is typically prepaid or collect.
Currency/Rate
The currency and rate associated with the Shipping Method.
Min. Order Value
The minimum order amount required by the supplier. The Min. Order Value is red if the amount of the purchase order does not meet the supplier's minimum order amount.
Comment
Comments related to the purchase order, invoice, or shipment.
On the Items tab, add the items that you want to purchase.
Add
Click Add to add an item to the purchase order.
Click the browse icon beside the Code field and search for the item by lookup code or alias.
In the Details field, enter any details about the order of this item.
In the Quantity field, enter the quantity of the item being ordered.
Enter an Order Number, if required.
Enter a different Unit Cost, if required.
Enter a Line Discount, if required.
From Tax Code, select any applicable taxes.
Click Save And Close.
Edit
Select a line and click Edit to edit the line item.
Delete
Select a line and click Delete to delete the line item from the purchase order.
Quick Scan
Click Quick Scan to add an item to the purchase order by scanning it.
Discount
Click Discount to set discounts on line items (by percentage or amount). You can save the discounts for a specific period of time. You can also apply discounts to the selected line item, or to all line items in the column.
Formula
Click Formula to use a formula to calculate a new Item Cost, Item Last Cost, Item Replacement Cost, Supplier Cost, Price, or Price Level (A, B, or C). You can round results up, down, or to configured rules. You can also apply formulas to the selected line item, or to all line items in the column.
Show Details
Click Show Details to show or hide the details panel to the right. Use the drop-down list to view Ordering Guidance, Sales History, Order History, or KPI data for the selected line item.
On the Charges tab, add any charges that apply, such as shipping charges.
Add
Click Add to add charges to the transfer order.
Click the browse icon beside the Code field to select the charges.
In the Details field, enter any details about the charges.
In the Quantity field, enter the quantity of the charges being applied.
Enter an Order Number, if required.
Enter a Unit Price for the charges.
From Tax Code, select any applicable taxes.
Click Save And Close.
Edit
Select a line and click Edit to edit the charges.
Delete
Select a line and click Delete to delete the charges from the purchase order.
Click Save and Edit.
Click Release to release the purchase order. Click OK to confirm that you want to release the purchase order. The Order Status changes to Released.
Print or email the purchase order to the supplier.
(Optional) Click Ship to mark the purchase order as shipped. Click OK to confirm that you want to ship the purchase order. The Order Status changes to Shipped.
If the option Do not allow to make changes to purchase order when shipped is enabled under Setup | Inventory/Purchasing | Order Setting, when you click Ship the purchase order is locked and can no longer be edited. Using the shipping workflow is optional for purchase orders.
When the order is received from the supplier, receive the purchase order in Store Manager to update on hand quantities for items.
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