Overview

• Purchase Orders
  Create and maintain POs for the purchase of both items and services. 
  
  

  Key Features:

  PO Attachments 
  PO Notes
  PO Cloning 
  Past Purchase List Shopping 
  
  

  PO Documents: 

  PO PDF: A PDF containing all of the purchase order's details
  Vendor PDF: An identical copy of the PO PDF that can be sent automatically to a vendor's contacts 
  Dock Copy: A PO Receiving document that lists all expected items with blank quantities to fill in as receiving takes place

Purchase Orders

• Creating a Purchase Order
  1. Go to the Purchasing Menu and click on the Purchase Orders Sub-Menu
  
  
  
  2. Click on the New PO Button 
  
  
  
  3. Fill out all of the necessary information on the Header Form, then click on the Save & Details Button 
  
  
  
  4.  You are now editing the PO Details.  Proceed to add items and service details as necessary (Fill in all the relevant information, then click the Add/Update Button to add the item or service detail line to the PO) 
  
  
  
  5. Once all items/services have been added to the PO, it is ready to be received (if applicable) and then closed to await payment.  Click on the Back to Header Button and then the Save & Exit Button to return to the PO listing screen
  
  

• Editing a Purchase Order
  1. Click on the Carrot icon next to a PO to view all management options 
  
   
  
  2. Click on the Manage icon (Pencil) to edit the PO
  
  
  
  3. Edit any information on the header of the PO and click Save & Exit if finished with changes, otherwise click the Save & Details Button to make changes to the PO's Details 
  
  
  
  4. Click the pencil on an existing line and edit the information at the top, then click the Add/Update Button to save the changes
  
  
  
  5. Click Back to Header and then one of the Save buttons to return to the PO Listing page 
  
  

• Cloning a Purchase Order
  1. Click on the Clone Order Button on any purchase order to clone the current PO and create a duplicate PO with it's contents 
  
  
  
  2. You'll be automatically redirected to proceed with the duplicate order 
  
  
  
  
  

• Closing a Purchase Order
  Note:→ Purchase orders will automatically close once fully received. 

  → Partially received purchase orders upon completion of a receipt, will automatically cancel unreceived quantities and close out unless the "Do Not Cancel PO" option is selected during receipt creation.

  → Purchase orders received in full will be marked as paid once one or more invoices are posted, that "pay" what has been received in full 

  → Partially received purchase orders that have one or more invoices posted, that "pay" what has been received thus far in full, will automatically cancel unreceived quantities and close out the PO, marking it as paid.    
  
  

  To Manually Close a Purchase Order:

  Note: A purchase order must be fully received in order to close it.
  
  
  1. Click on the Edit Order Icon next to the PO to be closed 
  
  
  
  2. Click on the Close PO Button and click Okay on the Pop up message 
  
  

• Canceling a Purchase Order
  Note: Purchase orders can only be canceled if they are in open status.  Any receipts that exist for a PO must be edited down and removed.  If inventory received has been used or adjusted already, then the receipt cannot be edited, and the PO cannot be canceled.  
  
  
  1. Click on the Edit PO icon 
  
  
  
  
  
  2. Click on the Cancel PO Button and click OK on the pop-up prompt to confirm 
  
  
  
  
  
  
  

PO UOM Conversions

• UOM Conversions
  Maintain various UOM Conversions in order to purchase items using a different UOM than the UOM to be stocked.  
  
  Example: Purchase one twenty-gal drum of bleach, while stocking twenty gallons in inventory.  
  
  
  1. Go to the Warehouse Menu and click on the Item Master Sub-Menu
  
  
  
  2.  Click on the Carrot icon and then the Edit Item icon next to the item of choice 
  
  
  
  3. Click on the UOM Conversions button 
  
  
  
  4. Click on the Add New button
   
  
  
  5. Select a From Unit of Measure (Each/Bin/Case), then enter the Conversion Factor and click on one of the Save buttons to save the record 
  
  

  Example 1: BLEACH01

  Item Master Stocking UOM: GALLONS 
  Purchase UOM: EACH(Drum) 
  
  Each to Gallons(Stocking UOM) Conversion:
  (1 Each(Drum) = 20 gallons)
  
  From Unit of Measure: Each 
  Conversion Factor: 20 
  
  1 x 20= 20 Gallons 
  
  
  
  
  
  
  

  Example 2: PBOWL01

  Item Master Stocking UOM: EACH 
  Purchase UOM: CASE 
  
  Case to Eaches(Stocking UOM) Conversion:
  (1 Case = 500 eaches(Bowls))
  
  From Unit of Measure: Case 
  Conversion Factor: 500 
  
  1 x 500 = 500 Eaches 
  
  
  
  
  
  
  

  Purchasing Using UOM Conversions:

  Once a uom conversion has been established, items can then be purchased using that newly associated unit of measure, or the stocking unit of measure.  However, items will be automatically stocked based off of the Item Master's Stocking UOM, regardless of purchase UOM.
  
  Example:Purchase 5 cases of plastic bowls (500 bowls per case)
  2500 bowls will be stored in inventory
  
  
  
  
  
  
  
  
  
  Note: Units of Measure are maintained under the Admin Menu by I.T.