Page Comparison

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The Purchase Order screen allows the User user to create and manage Inventory. Purchase Orders require a Vendor and a Warehouse, Equipment from the Warehouse can then be added to the Purchase Order. The Purchase Order number can be configured with the ALLOW_CUSTOM_PO_NUMBER

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• Required Fields:
  • Status - The status of the Purchase Order will allow Inventory Managers to sort Purchase Orders more easily. The Workflow Rules will give the User some more insight into how the Statuses control the Purchase Order process.
    • Pending - The Pending status is meant to be used when a Purchase Order is being built, but before it sent it to the Vendor. This status allows for internal processes like approvals from internal organizational business practices to go through. If the Purchase Order or Equipment on it is declined at any point before the Purchase Order is sent to the Vendor, they can be edited by the Inventory Manager.
    • Open - The Open status is meant to be used once the Purchase Order has been sent to a Vendor and the User is waiting on the Equipment to be shipped. Once the Equipment is received it can be brought into Inventory from the Purchase Order.
    • Closed - The Closed status can only be set once all the Inventory is received on the Purchase Order. This status lets Users know that the Purchase Order has been addressed and all the Inventory is received.
  • Created Date - The Created Date field will let Users know when the Purchase Order is created.
  • Warehouse - The Warehouse field will auto populate with the Master Default Warehouse . Once the Purchase Order is created this field becomes read only.
  • Vendor - The Vendor is required because the Purchase Order will be limited to only valid Equipment Catalogs associated with the Vendor.

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• A "Pending" PO can only be changed to "Open" status. However, the PO can be deleted from the system if a User needs to kill the order completely, even if it's been Approved.
• 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), the User 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 the PO is switched to the Receiving phase where Users 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 Users begin Receiving/Canceling line items, then they must finish before closing the order. If no such activity has occurred yet, then Users can close the untouched Purchase Order. If a User needs to close a partially-complete PO because it receive receives any further Equipment on it, Cancel the remainder of each line before closing the Purchase Order.
• Once a PO is "Closed", no further action can be taken on it. It can only open to review the information on it.

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