Creating a Purchase Order
Once your Vendor and Inventory Item Setup is underway you will wish to order the Items you have placed in the database from the Vendor's file.
  • If you use the Vendors - Order Sheets  function to  make a New Purchase order, your Order will be created automatically and you can skip this section.
If you have to create a New Purchase Order Manually then read on... Choose Vendors/Purchase Orders from the menu.
  • If there are any Purchase Orders already in progress, the most recent one in the list will show.
  • The list to the left is the Inventory Items List. 
  • This list stays open while in all of the routines to act as an anchor between the various operations and to provide a quick, updatable reference for you as you work.
To start a New Purchase Order, click on the top 'New' button.
  • The fields go blank and the new PO Number is entered automatically.
  • It can be edited at this point in time if required.
    This field is alpha-numeric so a Purchase Order can look like 'ABC123-01'.
    The automatic number is just a sequential number generated by the program.
    Once a Purchase Order Number has been saved it cannot be changed.
  • If you do not like the number for any reason, delete the Purchase Order and create a new one.
  • Duplicate PO numbers are not allowed.
A drop down list of all the Vendors in the system is shown also. 
Select a Vendor from the list by entering a number directly or slecting the Vendor from the list using a mouse click.



The system will pick up it's description automatically and put you in the 'Buyer' field. 


The Bill To Address is the billing address for the Invoice.
  • If you wish to put the Address entered in System Settings here, use zero (0) for an entry to pick up the Head Office address.
  • If the Bill To address is the same as the store address, use the store number here... just key it in and press 'Enter'. Store 1 will be entered by default.
  • Enter the 'Ship To' store - In a single store (non chain) system this will always be 1.

The Ship On Date, Ship Latest Date, Ship Via and Comment Fields are optional entries. 

  • The 'Ship ON  Date' is the day that the Vendor is required to ship the goods.
  • The 'Ship Latest' date, is the latest that the Vendor can ship the goods without the order being cancelled or returned.
  • The Exchange Rate defaults to 1 - Edit this field if you are buying Internationally and use the foreign exchange currency value in the P/O costs  e.g. $100 USD
  • Local currency costs will be calculated when received.

The Purchase Order Totals and Discount cannot be edited 

  • The Discount shows the value entered in the Vendor's Information.
When you click on any of the date fields, the calendar pops up.  Press the ESC key on your keyboard if you don't want to use it

.
  • Use the tab keys or mouse to navigate the Calendar.  Press Enter or Click on the day then the OK button to change the date entry.
  • To save the main Purchase Order information, click on the 'Save P/O ' button at the top of the Purchase Order 'Details' Tab. 
Each Vendor can have it's own item file, which can be maintained separately from the Item file, for instance, it is possible to delete Items from the Vendor file and still have them retained in the item file. 



To see just the items in the Vendor's file, rather than all the possible items in the Warehouse, click on the ' List' button at the top of the 'Items Ordered' Tab option List.