(2024.1) Purchase Order

1 Purchase Orders
- 1.1 The Basics
- 1.2 Purchase Order video
- 1.3 Adding a new Purchase Order
- 1.4 Editing
- 1.5 Workflow Rules
- 1.6 Purchase Order Form Buttons
2 Remarks

Purchase Orders

Inventory Purchase Order Grid

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 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.
Other Fields:
- Vendor Order Number - This field can be used to match up an Order Number from the Vendor onto the Purchase Order so the Order Number can be quickly found. If a Vendor uses a Blanket Order Number, then a User can click the icon below to apply the order number defined by the Vendor.

Apply Blanket Purchase Order Number example
- Atten (Attention) - This field allows the User to select a Contact associated with the Vendor.
- Approved By - This field allows for the current User to mark that they have approved the Purchase Order. Your Organization can incorporate this into its individualized Workflow if desired and impose Custom Logic to ensure that Workflow is followed.

Purchase Order video

Introduction to the basics of Purchase Orders.

Adding a new Purchase Order

To create a new Purchase Order click the 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.

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:

Locate a PO in the grid with a 'Pending' status to modify.
Single click to select the PO, and click the . 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

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.

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 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.