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To create a new Purchase Order click the button on the grid. When the Purchase Order form opens, select the Warehouse where the ordered Equipment will be located and select the Vendor. Before you can continue with adding Equipment, you must save the new Purchase Order to allow the Equipment to grid know which Vendor you've chosen and can show you the correct list of Equipment for that Vendor.
Purchase Order tabs
On the Purchase Order are the following tabs: Equipment , Activity/Remarks, Attachments, and User Defined Fields.
The User can add a Blanket PO# by clicking the button.
This will add the Blanket PO number from the Vendor to the Purchase Order into the field.
Refer to the data sample below to see how Price & Units affect line items:
However, if you use the Add form and select the same Equipment, Price, and Units (where applicable) as an existing line, the Quantity you enter will increase the matching line item by the Quantity you set. For example, if you already have "10 Boxes of 50 Pencils at $5.25 per box", and you attempt to add a line for "8 Boxes of 50 Pencils at $5.25 per box", the existing line of 10 is increased to 18. To reduce a Quantity, open the line item in Edit mode and change to the specific quantity you want. Note: you cannot change Equipment, Units, or Price in Edit mode. To change these, you'll need to add a new line item with the revised values and delete the original line if desired.
When Equipment is added to a Purchase Order, its status is set as "On Order". In other areas like Service Desk, you'll be able to handle Equipment changes based on the current or ordered inventory. Once Equipment is received through the PO Receive form, its status is set to "Unassigned". This means the Equipment has arrived & is physically present, but is not yet applied to any Service Orders or other demands for it.
You can also use the Equipment sub-grid to observe information about the individual records within a line item:
Editing
A Purchase Order (PO) can only be edited while it is in a 'Pending' status. Once the status has been set to 'Open' and approved, the order is locked, and an additional PO will have to be submitted instead of modifying the current one. The steps to edit a PO are as follows:
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- A "Pending" PO can only be changed to "Open" status. However, the PO can be deleted from the system if you need to kill the order completely — even if it's been Approved.</li>
- A "Pending" PO can be Approved, at which point the ability to add/edit/delete Equipment is locked. However, since the order is not yet "Open" (the Vendor hasn't received it yet), you can't Receive or Cancel lines, either.*
- There are a couple of optional settings for "Open" POs that affect how it can be edited. Typically, once a PO is "Open", the ability to Add/Edit/Delete Equipment is locked, and you switch to the Receiving phase where you either receive the equipment or cancel it. Once "Open", the equipment can be processed through Receive/Cancel actions.
- An "Open" PO can only be changed to "Closed". It can no longer be deleted from the system. However, once you begin Receiving/Canceling line items, you must finish before closing the order. If no such activity has occurred yet, you can close the untouched order. If you need to close a partially-complete PO because you won't receive any further equipment on it, Cancel the remainder of each line before closing the order.</li>
- Once a PO is "Closed", no further action can be taken on it. You can only open the form to review the information on it.
Processing Line Items
On an "Open" PO, use the button and
button to either indicate a line item (or partial) has arrived & can be used, or to Cancel lines (or partial) because you no longer expect them to be delivered.
To receive delivered equipment, select a line from the PO and click Receive Item(s).
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