Create PO
The Create PO page allows you to create a purchase order, a document issued to a vendor indicating the types, quantities, and prices of inventory items or services that the vendor will provide. A purchase order creates a written contract between buyer and vendor that also specifies payment terms, delivery dates, shipping terms, and any other obligations and conditions.
To create a purchase order:
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Access the Purchasing module by clicking the Purchasing link at the top of the page.
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Select the Create PO tab.
The Purchasing - Create PO page opens.
Note:The PO# field contains an asterisk (*) character. Do not delete the asterisk; it is required for the system to automatically assign the next sequential number to the purchase order.
If another number needs to referenced, use the Ref PO# field on the individual purchase order items rather than modifying the purchase order number.
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In the Requestor Name field, enter the name of the person requesting the items.
This value defaults to the name of the logged-in user creating the PO.
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In the Type field, select the appropriate PO type.
Some types of POs are required to go through the approval process.
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In the Default Warehouse field, select the default warehouse for all material items that will be included on this PO.
Selecting a default warehouse will restrict you from adding items to the PO that are normally stored in a different warehouse. If you want to add items for multiple warehouses to this PO, do not select a default warehouse.
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Click the Attention Select link to specify the name of the user this purchase order should come to the attention of.
This value can be used to identify the person who is requesting the items, if different from the user creating the PO.
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Specify a Default Request by clicking the Select link and selecting a work order.
Selecting a value associates this purchase order with a work order. Associating a PO with a work order ensures that the PO items are reserved for completing the work order and are not entered into general inventory at the specified warehouse. Associating a PO with a request ID affects how inventory reorder quantities are calculated.
If the items to be ordered are associated with more than one work order, you can leave this field empty and associate a separate work order with each item as it is added.
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In the Description field, enter a description of the purchase order.
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Click the Vendor Select link to specify the vendor the purchase order will be issued to.
When you select a vendor, the Vendor Address field is automatically filled in. If you cannot find the desired vendor, the vendor company may not have not been added to the system or was not set up as a vendor. For more information, see Create Company.
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In the Contract field, select a contract to associate with the purchase order.
You must select a vendor before you can select a contract. Your installation may ask you to specify a contract, for example, for vendors with service contracts, so that the contract number and effective date are printed on the purchase order before it is sent to the vendor.
When you select a contract, an Expiration Date for the contract automatically appears. If the contract has expired, a red exclamation point is displayed next to the date.
Some installations may be configured so that the Contract field is hidden. Additionally, some installations may be configured so that selecting a value from the Contract field is required.
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In the PO Date field, enter the date for the purchase order.
This value defaults to today's date.
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Specify the Default Property the purchase order is associated with by clicking the Select link and selecting a property.
This value defaults to the default property associated with the logged-in user account.
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In the Ship To field, enter the address the items should be shipped to.
This value defaults to the address associated with the selected property.
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In the Spend Limit field, enter a value indicating any spending limit for this PO.
This value is for information purposes only; it is not enforced.
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Click OK.
The purchase order is created and the Purchase Order Details page opens. From this page you can edit the PO, add material and service items to the PO, create PO approvals, print the PO, and attach files to the PO, if needed.