Purchase Order page overview

A purchase order is a summary of the items purchased. You should create the purchase order before placing an order with the vendor. Use the Purchase Order page to create a purchase order and identify detail about the purchase, including:

  • Specific information pertaining to the vendor

  • The user who created, modified, and closed the order

The Purchase Order page has two panes, Purchase Order and Receipts.

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The Purchase Order page provides easy access to the:

  • Menu that lists application menu items

  • User menu that lists user-specific menu items

  • Help that provides reference information on user-assistance topics

  • Commands that include:

    • Search Orders: Opens the Purchase Order Search window

    • Attachments: Uploads jpg/bmp/gif/tiff/pdf/rtf/txt files.

    • Change PO Estimate (optional): This command is displayed only when the [Purchasing] Require PO Approval Levels Application option is set to YES. It is turned on only when you add a line that goes over your current approval level amount. You can use the command to increase the estimated PO amount. If you increase the estimate, the PO might have to go through the approval process again.

    • Reports: Select a report to view it. See Part Inventory Reports for details.

Purchase Order pane

You use the Purchase Order pane to specify the:

  • Shop and vendor on the purchase order header

  • Details regarding the order’s history, associated repair orders, and the vendor’s account information

Purchase Order header

The purchase order header allows you to record the Purchase Shop, Vendor, Order Number, and other order information.

PO Estimate

Required field: *

Read-only field: §

Field Definition

Purchase Shop *

User defined shop identification number

Note: Once you save the purchase order, you cannot change the shop ID.

If Shop Restrictions have been set up, the user may be prevented from entering a purchase shop.

If the application option or user preference [General] Default Shop has been set up, the purchase shop field will autofill with that value.

Vendor *

User defined vendor identification number

If the application option [Purchasing] Allow Creating Vendors On The Fly is set to YES, the user can create a new vendor by entering a new vendor ID in the vendor field.

Opened *

Date and time on which the purchase order is created

The system fills the date and time automatically.

If the application option [General] Allow Future Dates is set to NO, the user cannot enter an Opened date greater than today.

Opened By §

ID of the user who created the purchase order

Vendor Name §

Vendor’s name

Purchase Order Type

Purchase order type classifies the purchase.

Valid purchase order types include:

  • Blanket

  • Credit

  • Standard

  • Vendor RO

Order Status

Purchase order status. When creating a new order, this field defaults to Open.

Status codes include:

  • Canceled: The purchase order is canceled. To mark a purchase order as canceled, the purchase order must not include any receipts.

  • Closed: The purchase order is read-only. You cannot modify it.

  • Complete: The order is complete, but not closed.

  • Open: The purchase order is open. You can edit fields in the header and create line items for the purchase order.

  • Received: All line items on the purchase order have been processed.

    • No additional line items can be added.

    • Line items can be edited for costs.

    • Freight, tax, and miscellaneous line items can be added.

    • Invoice information can be added, edited and deleted.

Note: Order statuses cannot be manually updated. Purchase Order functions change the order status.

Order Number

Twelve-character number assigned to the purchase order

The order number is read-only if the application or shop option [General] Allow Overriding Of System Generated Number is set to NO.

Vendor Account No.

Vendor account number for the shop

Note: Each shop has a unique account number. You cannot enter the same account number for multiple shops.

If the Vendor master record has a default set for this field it will autofill when the vendor is entered.

Pay Method

Vendor’s default payment method, such as cash, Visa, MasterCard, or Discover

If the application or shop option [Purchasing] Require Payment Method On Purchase Orders is set to YES, the payment method field becomes required.

If the Vendor master record has a default set for this field it will autofill when the vendor is entered.

Terms

Vendor’s terms, such as, Internet 10 days, Internet 20 days, or Internet 30 days

If the Vendor master record has a default set for this field it will autofill when the vendor is entered.

Ship Via

Vendor’s primary shipping method, such, UPS, FedEx, or the US Postal Service

If the Vendor master record has a default set for this field it will autofill when the vendor is entered.

Delivery

Date on which the vendor promises to deliver

Amount Billed §

The cumulative total for the amount billed on all invoices entered

Amount Paid §

The cumulative total for the amount paid on all invoices entered

Email

Clicking Email sends the PO Detail Report as a PDF to the email address record in the Vendor’s record.

Note: Email is sent using the MAPI or SMTP settings for the user.

  • If MAPI is used, an email form opens using the email client on the user’s machine.

  • If SMTP is used, an email form appears, allowing a message to be sent and email addresses to be changed or added.

If the Vendor master record has a default set for this field that email address is the default for purchase orders emailed.

Ship To Shop

The ship to shop name

The default is the purchase order shop.

Ship To Name

Shop description

The description should include the shop’s formal name. It appears in the Ship To section on purchase orders.

Address Line 1

Mailing address line 1

Address Line 2

Mailing address line 2

City

Mailing address city

State

Mailing address state

Zip

Mailing address ZIP Code

Directly Receive to Inventory

With this option selected, the purchase order is closed and all parts are received to inventory when line items are posted, and you click Save.

If the PO Type is BLANKET, this option will be selected and disabled. This happens because for a BLANKET PO, parts are received as they are posted.

If the [Purchasing > Receiving] Directly Receive to Inventory User option is set to YES, this field will be set to YES by default.

PO Estimate *

When the [Purchasing] Require PO Approval Levels Application option is set to YES, the PO header displays this field. You must enter an estimated dollar value for the PO when this field is displayed.

New

A new purchase order is created.

Save

Saves the purchase order.

Purchase order tabs

The Purchase Order pane has five tabs. Not all tabs are used for every purchase order.

History tab

The History tab displays general information about the purchase order’s status changes. Receipts associated with the purchase order are also displayed.

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All fields are read-only.

Field Definition

Created By

The User ID of the person who created the purchase order

Modified By

The User ID of the person who last changed the purchase order

Closed By

The User ID of the person who closed the purchase order

Created On (Server Time)

Date the purchase order was created

Modified On (Server Time)

Date the purchase order was modified

Closed On (Server Time)

Date the purchase order was closed

Repair Orders tab

The Repair Orders tab displays all repair orders associated with the PO.

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Field Definition

Repair Order

Repair order number

Date Created

Date and time on which the repair order is created

Amount Billed

The cumulative total for the amount billed on all invoices entered

Amount Paid

The cumulative total for the amount paid on all invoices entered

Status

Repair order status. Status codes include:

  • Closed: The repair order is read-only. You cannot modify it.

  • Complete: The order is complete, but not closed. You can add sections and line items in the vendor repair order only.

  • Open: The repair order is open.

Accounts tab

The Accounts tab is disabled until the PO is closed. Then, if an accounting export is in place, the account summary is displayed.

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Column Definition

Account

Account number used by your accounting department

Description

Account number description

Credit Amt

Accounting transaction credit total

Debit Amt

Accounting transaction debit total

User Fields tab

The User Fields tab may include fields for information not already present on the PO.

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Note: You set up user fields by going to Menu > Setup > User Fields. You can also edit them in the record by clicking Define Fields.

See Create User Fields for details.

POInvoice tab

The POInvoice tab displays the invoice information entered on the vendor repair order (VRO).

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The POInvoice tab is displayed on a vendor repair order purchase order.
Field Definition

Invoice Number

Invoice number for this purchase order. If the application option Purchasing Do Not Allow Duplicate Invoice Number By Vendor is set to YES, the invoice number must be unique to the vendor selected on the purchase order.

Invoice Date

Billing date for the selected invoice

Amount Billed

Cumulative total for the amount billed on all invoices entered

Pay Method

Method used to pay for parts and services purchased on this purchase order. If the application or shop option Purchasing Require Payment Method On Purchase Orders is set to YES, the payment method field becomes required.

Check Number

Check number issued for the amount paid for the referenced invoice

Check Date

Check date

Amount Paid

Cumulative total for the amount paid on all invoices entered

Packing Slip Number

Packing slip for the purchase order shipment that corresponds to the invoice

Invoice Comment

Additional comments or information related to the invoice

Save Invoice

Save invoice

Receipts pane

All items purchased are listed in the Receipts pane. The pane has five tabs.

Lines Tab

The Lines tab lists all items purchased. Lines item types include:

  • Part: The part line is an item purchased

  • Services: The service line item allows the purchase of services tracked through the purchase order system.

  • Freight: Delivery charge on the purchased items

  • Tax: Tax on the sales of certain goods and services

  • Misc: Miscellaneous cost incurred from the purchase of certain goods and services

  • Fee: A sum paid or charged for a privilege. A Fee line item is only available on a Vendor Repair Order Purchase Order or on a Standard Purchase Order if Part Fee/Tax Definitions have been set up.

  • Labor: Sum paid for a third-party service performed. A Labor line item is only available on a Vendor Repair Order Purchase Order.

Field Definition

Check Box

Used for managing a line item

Description

Description of the item

Repair Order

If the purchased item is being expensed directly to a repair order, the repair order number is listed

Rcvng Shop

Shop the item is processed through

Qty/Hrs

The quantity being purchased or hours being charged

Rcvd

Quantity processed through a purchase order receipt

Charge

Item charge per item quantity UOM

Total

Extended total of line item

Line Status

Line item status. Statuses include:

  • Closed: Item is closed

  • Open: Item has not been processed

  • Received: Item has been processed. Not available on a Vendor Repair Order Purchase Order.

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Invoice Tab

The Invoice tab stores invoice information for the PO.

Field Definition

Invoice #

Invoice number for this purchase order

Date

Billing date for the selected invoice

Amount Billed

Cumulative total for the amount billed on all invoices entered

Pay Method

Method used to pay for parts and services purchased on this purchase order

Check Date

Check number issued for the amount paid for the referenced invoice

Packing Slip #

Packing slip for the purchase order shipment that corresponds to the invoice

Comments

Additional comments or information related to the invoice

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Comments Tab

The Comments tab stores all comment lines added to the PO. Full management capabilities for comment lines are also included in this view.

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To add a comment line, see Comment Line for details.

Audit Tab

The Audit tab displays status changes for the individual receipt.

Field Definition

Status

Purchase order status

Date

Date the purchase order was modified

User

The User ID of the person who modified the purchase order

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Line Audit Tab

The Line Audit tab is currently not functional.