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The Purchase Order screen allows the 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

The Basics

• 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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To create a new Purchase Order click the the Image Modified 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 more Equipment can be added, the new Purchase Order must be saved to allow the Equipment grid to know which Vendor has been chosen and can show the correct list of Equipment for that Vendor.

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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 Purchase 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:

1. Locate a PO in the grid with a 'Pending' status to modify.
2. Single click to select the PO, and click the Image Modified button. Alternatively, double-click the PO. This will bring up the Manage Purchase Order Dialog. From here the User can select the Equipment to edit, add to the current order, or delete items that were ordered in excess.

Workflow Rules

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A brand new Purchase (PO) has a status of "Pending", which means the PO is still under construction, not finalized or ready to send to the Vendor. At this point, Equipment can be added, edited, and removed from the PO. However, Users cannot yet Receive or Cancel lines because the Vendor hasn't seen the Purchase Order yet.

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Purchase Order Form Buttons

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