.Inventory - Equipment - Purchase Order v2020.2

Add to Order

To use the Purchase Order must be at a 'Pending' Status.

1. Click the .
2. This will open the 'Add New Purchase Order Equipment' form.

3. Select the 'Equipment Catalog' to be purchased, the 'Ordered Date', input the 'Quantity' of the Equipment and 'Price Per Quantity.'

Note: In the figure above, note the Units and Price Per Quantity fields (indicated with arrows). The Equipment grid will group similar selections together as much as possible. If the Equipment is a "Has Units" item, the Units field will show and that field can be used to set the Unit count. The Quantity is how many each of that Unit count that is being ordered. For example, the User can order 10 boxes of pencils, but how many are in each box: 25, 50, 100? Quantity is the 10, Units is the 25/50/100. When a Units value on a Purchase Order that is different from another record of the same Equipment is set, this tells the system the User wants some boxes of 25 pencils and some other boxes of 50 pencils. This generates separate line items for "boxes of pencils".

As with Units, Price Per Quantity acts the same way. Maybe the Vendor only has 15 boxes of pencils in stock at their normal price, but can special order the additional 30 that is needed, at a different price. The User can enter the 15 at one price, and create another line item for the other 30 at the other price, which results in separate line items.

4. Click the .

The Equipment will now be added to the grid on the Equipment tab. The Purchase Order can be advanced when all Equipment has been added.

Note: Once a User begins receiving Equipment from a Purchase Order, Equipment may still be added to accommodate any changes to the Purchase Order while it is being fulfilled.

Edit Line

To use the Purchase Order must be at a 'Pending' or 'Open' Status and there must already be some Equipment in the grid. 

1. Single-click to select the Equipment to edit, and click the  or double click the Equipment to edit.
2. This will open the 'Manage Purchase Order Equipment' form.

      3. The Manage Purchase Order Equipment dialog will open and the User can edit three fields. , , and .

Note: The 'Equipment Catalog' field will be greyed out.

      4. Make the necessary modifications in the appropriate fields. Please note that following changes to the line item management form, the form will add additional quantity to all matching lines, it does not adjust the quantity.

      5. Click on the .

The Equipment Catalog will now be updated with the information that was selected.

Delete

To use the Purchase order must be at a 'Pending' Status and there must already be some Equipment in the grid.

1. Select the Equipment from the grid to remove from the order.
2. Click the .
3. This will open the 'Confirm Delete' dialog.

4. Click the to confirm.

5. The 'Equipment Catalog' item is deleted from the order.

Receive Item(s)

To use the the Purchase Order must be at an 'Open' Status and there must already be some Equipment in the grid in the 'Pending' Column.

1. Select the Equipment from the grid to receive on the Purchase Order.
2. Click the .
3. This will open the 'Receive Purchase Order Equipment' form.

        4. Select the 'Warehouse' to receive the Equipment to, the 'Received Date' to receive the Equipment and the 'Quantity' of the Equipment that is to be received.

Note: If the amount in the Quantity field is greater than the amount in the Pending Quantity field, when the User clicks the  the User will get an error window stating: "The received quantity X is more than x still Pending for this item."

        5. Click the .

The Equipment will now be added to the Warehouse the User selected at the Date and at the Quantity the User selected.

Once a User begins receiving Equipment on a Purchase Order, new Items can still be added to that Purchase Order.  This enables Organizations the ability to receive an item mistakenly sent by a Vendor, decide to keep it, and add it to the current Purchase Order.

Cancel Items(s)

To use the the Purchase Order but be at an 'Open' Status and there must already be some Equipment in the grid in the 'Pending'Column

1. Select the Equipment from the grid to cancel on the Purchase Order.
2. Click the .
3. This will open the 'Cancel Purchase Order Equipment' form.

        4. Fill in the 'Cancel Qty' for the number of items to canceled and select the 'Cancelled Date' for the date be used to cancel the items.

        5. Click the .

The Equipment will be removed from the Purchase Order based on the number of items that were selected. The number of items in the Pending Column will be reduced by the number of items that were selected and the Canceled Column will be increased by the number of items that were selected.