You have the ability to create, edit, delete, print, and e-mail purchase orders. A purchase order, or PO, is a commercial document used to request someone to supply something in return for payment. PO's are typically sent to suppliers when ordering products.
The PO screen can be accessed by clicking the POs button/icon, or by selecting Edit Purchase Orders from the Accounting pull-down menu. Purchase Orders can be organized according to status, date, or supplier name.
Adding or Editing a Purchase Order
Purchase orders are also added when the product is put on order from the Ordering screen.
Click the Add PO button, or highlight the PO to edit and click the Edit PO button.
The Add Purchase Order/Edit Purchase Order screen will appear.
Select the date created in the Date created field. The current date will appear by default.
Optionally, select a Date due date.
Select the Status as one of the following:
Open: the PO is still open and you are awaiting receipt of products on the PO or you need to pay the supplier
Closed: once items are received and you have made the payment to the supplier the PO is considered closed. You can optionally check the Add items to the General Ledger box if you would like to add the items on the PO to the General Ledger
Type in the product ID in the ID column. If you want to search for the ID in the ID column, double-click the space, select your product from the list, and click OK.
After selecting a product ID, the following columns will automatically populate: Description, Make, Size, Category, and Wholesale Price. These columns' values are based on what you have entered from the Products screen.
Enter the quantity you would like to order in the Qty Ordered column.
Repeat Steps 6-8 for each item to add to the PO.
Enter the shipping cost.
Select the supplier that the PO is going to in the Supplier Information section. If the supplier has already been added to the database, the appropriate fields will populate when the supplier is selected. You can add a new supplier by clicking the Add Supplier button.
Click the Save button.
To physically place the order with the supplier, you can now e-mail, fax, or call the supplier with the purchase order.
Deleting a Purchase Order
If a purchase order is deleted and products are set for auto-reordering, the deleted products will be added back to the Products that need to be ordered list.
Use the Search by Status and Date Range sections to display the appropriate POs. It is okay to leave those sections set at All.
Highlight the appropriate PO.
Click the Delete PO button.
The Are You Sure? screen will appear.
Verify your selection and click Yes to permanently delete the PO from the database.
E-mailing a Purchase Order
Highlight the appropriate PO to e-mail.
Click the E-mail PO button.
The E-mail screen will appear.
Most of the fields will be auto-populated based on the supplier entry. Enter the following information if any fields are missing:
Name: your contact at the supplier
E-mail: the contact e-mail address
Subject: the subject matter of the e-mail
E-mail To Body: the body of the e-mail
E-mail From Body: if you wish to include any message in the 'From' section of the purchase order
Click Send to send the purchase order via e-mail.
Click OK.
Printing Purchase Orders
Before printing a purchase order, the print format must be set up.
Click the Print Setup button.
The Purchase Order Print Setup screen will appear.
Modify the following information to suit your needs:
From: this field should contain your business information
Comment: any other comments you would like to include
Graphic file: if you would like to print a graphic on the purchase order, i.e. a company logo, click the Select button to choose the fill from your computer.
Top: graphic's distance from the top of the PO
Left: graphic's distance from the left side of the PO
Height: graphic's height
Width: graphic's width
Click OK.
There are two ways to print an existing purchase order or purchase orders:
Individual PO
Click to highlight the purchase order.
Click the Print Single PO button.
The Printing Options screen will appear.
Make the appropriate printer and page selections and click the Print button.
PO List
Click the Customize View button.
Use the Add, Remove, Move Up, and Move Down buttons to organize the Display column.
Click OK to return to the Purchase Orders screen.
Click on a column heading to organize the list as desired.
Click the Print List button.
The Printing Options screen will appear.
Make the appropriate printer and page selections and click the Print button.