To create a purchase order, you must create a purchase order header, and then add items to the purchase order. The Purchasing application allows you to enter an order quantity up to 999,999.
You can set option 100 "Assign PO Numbers Automatically?" to Yes in Options Configuration if you want the system to automatically assign PO numbers.
You can assign terms to vendors in Vendor Maintenance so that you don't have to fill in the Terms field.
You can set option 8857 "Allow up to a 10 character vendor PO#?" to Yes in Options Configuration if desired (the default limit is 5 characters). Important: If you use EDI or Advantage/Generic ERP, you may not be able to use 10-character POs in certain situations. Click here for details.
Click one of the following to take you to the procedure steps:
From the Purchasing and Receiving window, fill in the fields to create a purchase order header. The required fields are Vendor, Buyer's ID, PO Number, and Terms (PO Number and/or Terms may fill in automatically depending on your system setup— see the intro to this topic for more information)
Fill in any other fields on the screen.
For a definition of each field, click here.
Click Add. The purchase order header is added, and the screen changes to the posting screen. You are now ready to add items to the purchase order.
Click here for the procedure steps for adding items to the purchase order.
From the Purchasing and Receiving window, click Add P.O. on the toolbar.
From Create Purchase Order dialog, select the type of purchase order you are creating.
Fill in the fields that display in the next dialog. If your system is set up to automatically assign a purchase order number, you can leave the P.O. number box blank.
For field help definitions, click here.
Click OK. The screen changes to the posting screen. You are now ready to add items to the purchase order.
Click here for the procedure steps for adding items to the purchase order.
Use one of the following methods to add items to a purchase order:
If you know the description of the item you want to order, type it in the Description field and press ENTER. Click on the appropriate SKU in the list to highlight it, and press ENTER. Type the quantity you want to order in the Order Qty ([ Stk] or [ Pur]) field, and press ENTER.
If you know the manufacturer part number of the item you want to order, type it at Item (SKU), then press ENTER. In the dialog box that displays, click on the appropriate SKU, then click OK. Type the quantity you want to order in the Order Qty ([ Stk] or [ Pur]) field, and press ENTER.
If you know the UPC code of the item you want to order, type it at Item (SKU), and click UPC LU. Type the quantity you want to order in the Order Qty ([ Stk] or [ Pur]) field and press ENTER.
You can also use the Inventory Viewer to look up items you want to order. Click here for more information.
If you want to order something that is not in your inventory file, you can do one of the following:
In the Mfg#/Spcl field, type the SKU of the item you want to order, and in the Order Qty ([Stk] or [Pur]) field, type the quantity you want to order. When you transmit your order, the vendor accepts the number you typed in the Mfg/Spcl field.
You can find the item in the Catalog. Click Catalog on the tool bar. Use the catalog search features to find the item you wish to order. Or, if you already know the SKU of the item, type it at Item (SKU) and the catalog automatically displays the item. Click Order on the Catalog tool bar. Click Yes when asked if you would like to add the item to the P.O. In the Order Qty (Stk) field, enter the quantity you want to order, and press ENTER.
For more information about using the Catalog, click here.
(Optional) To add a comment to a line item on the PO, click the Comment/F3 button right after you post the item, type your information in the dialog box that displays, and click OK. The comment posts as a descriptor line in the grid.
Note that it is not possible to insert comments between line items that have already been posted on the PO; comments always post after the last line posted on the PO.
(Optional) If you need to discount individual lines of a purchase order, enter the item in the posting area and click on the Cost Stk hyperlink, or use Misc Menu “Enter Item Discount Percent”. You can enter a cost discount when adding an item to the PO or changing an item already on the PO.
Note: On a change the discount entered is always applied to the original cost. This is not intended for ‘chain discounts’.
When this window is displayed, enter the discount percent (or dollars off) and click <Calculate> to see the new discounted cost. You will also see the actual dollars off if a percent was entered, or the percent discount if a "Dollars Off" was entered. Click <OK> to post that discounted cost to the PO.
Please click Here to see the limitations of this feature.
(Optional) Print the PO by running the Purchase Order Format Report.
(Optional) Click on the <Transmit> button on the ribbon or toolbar to send the PO to the vendor electronically (EPO), by fax, or by email.
When you receive the merchandise, you must post your receipts. See the topic "Receiving POs" for more information.
Two QuickTip videos about creating purchase orders are available: Creating Purchase Orders, and Adding an Item from the Catalog to a Purchase Order. To view QuickTips, go to http://www.activant.com/eagle-customer-support/, and click Training Browser. When the Training Browser displays, click Videos in the left pane, and then click Quick Tips.