Purchase Order FAQ

Purchase orders cannot be closed out until all items have been received. If you attempt to close a purchase order with items still on order, a warning appears, indicating that not all items have been received. This ensures that inventory for the item is accurately maintained.

If a purchase order will not be completely fulfilled, you must modify the order quantity on the Line Itemspage to ensure the order is fulfilled, which means that the order quantity must equal the quantity received. Then, you can close out the purchase order.

Line items cannot be modified on purchase orders that have proceeded through an approval process. If an approved purchase order requires modification, the approval must first be revoked before the line items can be changed.

Once purchase orders have been approved, line items cannot be changed. If changes need to be made to an approved purchase order, the approval must first be revoked. Only members of access groups that have permission to approve work can revoke an approval.

Your Purchase Order module preferences allow you select companies that will be used as the default companies for both shipping and billing. You can define a single internal company for all shipping and billing or multiple companies with varied billing and shipping information such as address and payment terms. This information is automatically populated onto each purchase order upon creation.

If your organization requires purchase orders to obtain one or more levels of approval, it cannot be issued until it after it has been approved. The Purchase Order Details page contains an Approvalpane that indicates whether approvals are required, the number of approvals required, and the current approval state.

Each time the purchase order is approved, the date of approval and the initials of the approver are listed. Once a purchase order has been placed in an approved state, the line item details can no longer be modified.

Your organization's Purchase Order module Preferences specify the following default values for all new purchase orders:

• Priority.

• Buyer Company.

• Repair Center.

• Ship To/Bill To Company.

• Approvals Required.

The values displayed on the Purchase Order Detailspage are calculated from items recorded on the Line Items page. They reflect anticipated costs for all items ordered. The totals on the Receipts page's Invoicesreflect the actual invoices received for the items. These values may vary because:

• The actual invoices may reflect shipping costs or adjustments not anticipated in the original order.

• Invoices may not have been entered. Some organizations may find the amounts listed on the Details page to be sufficient for planning purposes and do not enter invoice information.

• The costs entered on the Line Items page may have been estimates rather than exact costs or may reflect a Not To Exceed value.

The Vendor Item ID (part #) for items added to the Purchase Order Line Items page is retrieved from the respective vendor record for the inventory item.

If the item has never been purchased from the current vendor, the Vendor Item ID will default to the same ID as the inventory item. Once you have added the line item and indicated a specific Vendor Item ID, a vendor record will be created from this purchase order so that future orders will reflect the correct ID.

The price for an item added to the Purchase Order Line Itemspage is retrieved from the respective vendor record for the inventory item.

If the item has never been purchased from the current vendor or if the vendor's recorded price is 0, the price will populate with no value. Once you have added the line item and indicated a price, a vendor record will be created / updated from this purchase order so that future orders will reflect this price.

The price for items added to the Purchase Order Line Itemspage is retrieved from the respective vendor record for the inventory item since prices can vary by vendor. The costs displayed on the Inventory Items Detail page and Stock Room page (depending on whether costs are applied to all stock rooms) reflect historical and established costs used to define general work order part costs. They do not necessarily match the prices for individual vendors, as displayed on purchase orders.