When you need to purchase more inventory items for resale or production, you can create orders directly from the Purchase Orders module or from approved and processed Requisitions. When editing a purchase order, the window is divided into three separate areas for functionality and identifying information.
Header – Store general information about the PO, and also perform document-level functions from the toolbar. There are multiple tabs that store various information, either about the PO or for the vendor being purchased from.
Detail – Enter and maintain the list of items you want to purchase, and also perform item-level function or inquiries from the toolbar. Many cells are editable in this grid. The highlighted inventory item has quantity statuses displayed just underneath the grid.
Footer – Enter or see PO document totals.
Functionality of the Purchase Order header record
- (1) You need to know what items were Issued, since that was sent to the Vendor and that is what is needed to print on the Purchase Order form.
- (2) Then as products are Received, you need to know the value of what was received. The Purchase Order value starts at 0.00 when Issued, and before quantities are received. If you want to know what the Total Purchase Order value is at this stage, toggle the Totals by Ordered Qty button to calculate totals based on the Ordered quantity.
- (3) As inventory items are entered with Received quantities, the PO total is calculated to display the received value so far. Commit the inventory items into stock by clicking the Receive button in the toolbar.
- (4) When you are ready to enter a Vendor Invoice, click the Invoice button in the toolbar. The Purchase Order shows the Received to Date value (Accrued Amount) to the Invoice screen for generating a vendor invoice transaction.