HowTo

HowTo

New Purchase Order | Edit a Purchase Order | Reference Vendor Item Numbers | Plan Purchase Orders | Email a PO (as an Attachment)

New Purchase Order <Top>
This How To offers basic instructions for each field of the Purchase Order Manager as you walk through it one field at a time, by pressing the Tab Key on your keyboard. To use this How To, you can either skip to different sections using the links below, or start at the Open PO Manager section and walk through each section one at a time, as the sections follow the Tab Key process of walking through creating a New Purchase Order.

Essential Steps
Here are the essential steps for creating a New Purchase Order, as detailed below:

Other Fields
Here are the other fields in the Purchase Order Manager that are also detailed in order below, and either aren't fields you directly edit, or aren't as essential to creating a New Purchase Order:

Open Purchase Order Manager
Click the New Purchase Order Link from the Purchasing Main Menu.
The PO# Field
Starting at the top, with the PO# field, you will notice that it says "(AutoNumber)". Press the Tab key when the screen opens and as soon as you select a Vendor, BusinessMaster automatically enters a PurchaseOrder# for you. The number is the next sequential number from the last PO entered.
Select the Vendor
Select the Vendor you are placing the order by selecting its VendorID in the VendorID field. The VendorID list comes from the list of type "V" entries in the AddressBook where your Vendor contact information is stored in BusinessMaster. Click on the VendorID drop down menu, then scroll down the list and click on the appropriate Vendor to select it. If you have a large Vendor list, it works better if you know the name of the Vendor, by its VendorID in the system. Then you can begin typing it here, into the VendorID field in the Purchasing form. Even if you only know the first 2 or 3 letters or numbers of the VendorID, as you type it in, you will be navigating through the list, which will pop up automatically according to what you have typed so far. Then the combination of typing the VendorID and scrolling through the list will help you to select the Vendor quickly. Selecting the Vendor automatically brings their contact phone number into the GenPhone field in the Purchase Order form. If the Vendor you wish to purchase from is not in the VendorID List, then click the Add Address Button. Add the Vendor in the AddressBook when it pops up. When you close the AddressBook, you can select the new Vendor from the Vendor ID List.
The PO Date Field
Press the Tab Key on your keyboard to go the PO Date field. This field is automatically populated with the current date after the vendor is selected. You may edit this field if you need to. If for some reason there is no date in the field, pressing the {Ctrl + ;} keys on your keyboard is a shortcut to populating the field with todays date.
Enter Who the Order was Placed With
Press the Tab Key on your keyboard to go to the Placed With field. Here you may enter a name or department of the Vendor contact you are purchasing from. This is not a required field and may be left blank.
Select Shipping Method
Press the Tab Key on your keyboard to go to the Ship Via field. Either click on the drop down menu to select the method, or type in the shipping method according to its code in the system. NOTE: To add or edit the Shipping methods, go to the Sales Order menu and use the Ship Via form.
Enter Notes to Vendor
Press the Tab Key on your keyboard to go to the Notes field. Type in any specific notes for this PO. These notes stay with the PO throughout the system and will be on the copy of the PO that the Vendor receives. If you wish to import the Vendor Notes, then double-click inside this Notes field to import them.
View/Edit Internal Vendor Notes
Press the Tab Key on your keyboard to go to the Vendor Notes field. These notes come from the AddressBook, and are linked by the VendorID. They cannot be edited in this field. They must be changed in the Address module. These notes can serve as reminders of previous transactions with the Vendor, and/or tips on how to deal with the Vendor, or whatever you wish to use the notes for. If you want to edit these notes while in the Purchase Order form, click the Edit Address button, and go to the Notes screen to add or edit the Notes for the Vendor. NOTE: Double-clicking inside the Vendor Notes field will copy the Vendor Notes into the Notes field.
Place the Order (via the Y/N Check Box Field)
Press the Tab Key on your keyboard to go to the PlacedY/N check box field. This is used in the system as a reference for if the order has been placed, or just written. NOTE: Unless (or until) a PO is checked as Placed, it cannot be received in the system, and cannot be included in Inventory forecasting.
Enter Who the Order is Being Placed By
Press the Tab Key on your keyboard to go to the OrderPlacedBy field. This is a required field. The person writing the PO should enter his or her initials here, employee ID or whatever you decide to use as a company convention.
Enter the Quantity of the First Item being Purchased
Press the Tab Key on your keyboard to go to the QtyOrd field. This begins the process of entering the Items to be purchased. The Line# field is completed by the system and useful for reference in multiple line item orders. Start with the QtyOrd field and enter the quantity of this Item you want to purchase.
The BackOrder Field
Press the Tab Key on your keyboard to go to the Qty B/O field. This field reflects the quantity of items on backorder with the Vendor. You can usually tab through this field without needing to edit anything.
The Price per Unit of Measure Field
Press the Tab Key on your keyboard to go to the Pri/UOM field. This field is edited manually and provides a second quantity to drive pricing in the PrevPOPrice Report. If you want to know more about this, pleace contact us.
Select the Item
Press the Tab Key on your keyboard to go to the ItemPart# field. Click on the ItemPart# drop down menu, then scroll down the list and click on the appropriate Item to select it. If you have a large Item list, it works better if you know the name of the Item, by its InternalPart# as it is referenced in the ItemMaster. Then you can begin typing it here, into the ItemPart# field in the Purchasing form. Even if you only know the first 2 or 3 letters or numbers of the InternalPart#, as you type it in, you will be navigating through the list, which will pop up automatically according to what you have typed so far. Then the combination of typing the InternalPart# and scrolling through the list will help you to select the Item quickly.
Add a New Item Not in the List
If you need to add an item to your PO that is not in your Menu list, you can do so while leaving the Line Item screen open, but you will want to follow one of the two methods below in order to get the new item back into your PO:

First method: Leave the PO open and open the ItemMaster. Add your new item. Then click the Copy and Paste button that is at the top right of the ItemMaster. This will automatically close the ItemMaster and drop that new item into your PO.

Second method: Leave the PO open and open the ItemMaster. Add a new record. Close the ItemMaster. Go back to your PO. Click the record selector (at the bottom of the screen) to go forward one record, then go back a record to your order to refresh the menus to reflect your new item.

View/Edit The Item Description
Once the item is selected, the Description field becomes active and the cursor is placed there by the system. Selecting the Item also automatically populates the Description field with the default description of the item as referenced in the ItemMaster. If there is no description for the selected item, you may enter it here. Descriptions can be edited per Order and will not change the default descriptions as they exist in the ItemMaster records. If you would like to have a larger description field in which to write your descriptions, simply double-click on the description field. This will give you a larger popup field in which to write your description. When you are done writing your description in the popup window, double-click that window to get back to the Line Items.
The ItemMaster Button
Entering or editing the description in the Description field of the Purchasing form does not permanently change the Items default description in the ItemMaster. If you wish to enter or edit the Items default description at the time of creating your PO, click the ItemMaster button. This will open the ItemMaster with the selected Item present for editing, and you can edit the default description. After editing the description, close the ItemMaster and you will be back in the Purchase Order form to continue creating your PO. If you want your line entry to reflect the change you made in the Description field, you may need to re-enter that line item. Pressing the {Esc} key on your keyboard will erase the current line item you are entering so you can re-enter it.
The Unit of Measure Field
From the Description field, press the Tab Key on your keyboard to go to the UOM field. This data is taken from the InvUOM field for the particular Item as listed in the ItemMaster. If you wish to edit the Items default UOM at the time of creating your PO, press the ItemMaster button. After editing the InvUOM, close the ItemMaster and you will be back in the Purchase Order form to continue creating your PO. If you want your line entry to reflect the change you made in the UOM field, you may need to re-enter that line item. Pressing the {Esc} key on your keyboard will erase the current line item you are entering so you can re-enter it.
Select the GL ACCT
From the UOM field, press the Tab Key on your keyboard to go to the GL ACCT field. This data is taken from the GLACCT# field for the particular Item as listed in the ItemMaster. If you wish to edit the Items default GLACCT# at the time of creating your PO, click the ItemMaster button. After editing the GLACCT#, close the ItemMaster and you will be back in the Purchase Order form to continue creating your PO. If you want your line entry to reflect the change you made in the GL ACCT field, you may need to re-enter that line item. Pressing the {Esc} key on your keyboard will erase the current line item you are entering so you can re-enter it.
View/Edit The Item Price
From the GL ACCT field, press the Tab Key on your keyboard to go to the Price field. This is the price as listed in the StdCost field in the ItemMaster. You may change the price here but it wont affect the Standard Cost as listed in the ItemMaster. If you wish to edit the Items default StdCost at the time of creating your PO, press the ItemMaster button. After editing the StdCost, close the ItemMaster and you will be back in the Purchase Order form to continue creating your PO. If you want your line entry to reflect the change you made in the Price field, you may need to re-enter that line item. Pressing the {Esc} key on your keyboard will erase the current line item you are entering so you can re-enter it.
The Currency Field
From the Price field, press the Tab Key on your keyboard to go to the Currency field. This field is entirely optional and should just be tabbed through. Please contact us if you want to know more about handling International Currencies in BusinessMaster.
The Tax Field
Press the Tab Key on your keyboard to go to the Tax field. If the box is checked, Tax is applicable to this line item.
Enter the Required Date
Press the Tab Key on your keyboard to go to the ReqDate field. Enter the date you need the item by. NOTE: This field does not drive the MRP report.
Enter the Promise Date
Press the Tab Key on your keyboard to go to the PromDate field. Enter the Promise Date for the item. This field is for referencing the vendor promise date. This field drives the MRP report.
The Alt Part# Field
Press the Tab Key on your keyboard to go to the Alt Part# field. If a number is entered in this field, it will be used on the PO Report. An Alternate Part Number can be added and edited manually here, or you can set up Items to be automatically associated with Vendor Part Numbers. Click here for instructions on setting that up.
The Reference Number Field
From the Alt Part# field, press the Tab Key on your keyboard to go to the Ref Num field. This field is for Job Costing reference. The default is 0, the system order number for stock items. If you wish to reference a specific job, use the drop down list to enter the appropriate reference. The Project Button here will take you to the reference Job in the Projects Manager, and the AddToMa button will add the Line Item being Purchased to the Materials list for that Job.
Enter Next Line Item
From the Ref Num field, pressing the Tab Key on your keyboard takes you to the QtyOrd field to begin entering the next line item for your PO is applicable.
Enter the ShipTo Address
Once you are finished entering your line items, enter the ShipTo address you want your vendor to ship the items to. Pressing the Default button will bring in your default ship to address as listed in your Preferences. The preferences screen is where you would go if you need to change your default ShipTo Address.
Print/Email/Fax the Purchase Order
You can print or preview a PO either by the typical line item details, or with the lines summarized by Part number/PromiseDate. You can also print the PO using the Price/UOM quantity to drive the cost instead of the back ordered quantity. You can also print the PO as a Request for Quote without prices and PromiseDates.

Edit a Purchase Order <Top>
To edit a Purchase Order, click the Edit Purchase Order button on the Purchasing Main Menu. All fields (except the PurchaseOrder#) are changeable. This HowTo goes through the Purchase Order manager one field at a time, from when you first open the PO Manager, and covers each field as you Tab through the screen by pressing the tab key on your keyboard.

Search by PO#
Starting at the top, with the PO# field, you will notice the PO# of the most recent PO that was entered in the system. If you know the PO# of the PO you want to edit, click inside the PO# field with your mouse cursor, and then press the Find button. Type in the PO#, then click the Find Next button.
Change the Vendor
If you want to edit the Vendor, then press the Tab Key on the keyboard to go to the VendorID field. Select the Vendor you are placing the order by selecting its VendorID in the VendorID field. The VendorID list comes from the list of type "V" entries in the AddressBook where your Vendor contact information is stored in BusinessMaster. Click on the VendorID drop down menu, then scroll down the list and click on the appropriate Vendor to select it. If you have a large Vendor list, it works better if you know the name of the Vendor, by its VendorID in the system. Then you can begin typing it here, into the VendorID field in the Purchasing form. Even if you only know the first 2 or 3 letters or numbers of the VendorID, as you type it in, you will be navigating through the list, which will pop up automatically according to what you have typed so far. Then the combination of typing the VendorID and scrolling through the list will help you to select the Vendor quickly. Selecting the Vendor automatically brings their contact phone number into the GenPhone field in the Purchase Order form.
Change The PO Date
Press the Tab Key on your keyboard to go the PO Date field. This field is automatically populated with the current date after the vendor is selected. You may edit this field if you need to. If for some reason there is no date in the field, pressing the {Ctrl + ;} keys on your keyboard is a shortcut to populating the field with todays date.
Change Who the Order was Placed With
Press the Tab Key on your keyboard to go to the Placed With field. Here you may edit the name or department of the Vendor contact you are purchasing from. This is not a required field and may be left blank.
Change Shipping Method
Press the Tab Key on your keyboard to go to the Ship Via field. Either click on the drop down menu to select the method, or type in the shipping method according to its code in the system. NOTE: To add or edit the Shipping methods, go to the Sales Order menu and use the Ship Via form.
Change Notes to Vendor
Press the Tab Key on your keyboard to go to the Notes field. Type in any specific notes for this PO, or changes to the notes. If there is existing text, then highlight it with your mouse cursor and begin typing to overwrite it. These notes stay with the PO throughout the system and will be on the copy of the PO that the Vendor receives.
Edit Internal Vendor Notes
Press the Tab Key on your keyboard to go to the Vendor Notes field. These notes come from the AddressBook, and are linked by the VendorID. The notes cannot be directly edited in this field. They must be changed in the AddressBookThese notes can serve as reminders of previous transactions with the Vendor and/or tips on how to deal with the Vendor and/or whatever you wish to use the Vendor Notes for. If you want to edit these notes while in the Purchase Order Manager, click the Edit Address button, and go to the Notes field in the AddressBook recod for the Vendor to add or edit the Notes. NOTE: Double-clicking inside the VendorNotes field will copy the VendorNotes into the Notes field.
Place or UnPlace the PO
Press the Tab Key on your keyboard to go to the PlacedY/N check box field. This is used in the system as a reference for if the order has been placed, or just written. NOTE: Unless (or until) a PO is checked as Placed, it cannot be received in the system, and cannot be included in Inventory forecasting.
Edit Who the Order was Placed By
Press the Tab Key on your keyboard to go to the OrderPlacedBy field. This is a required field. The person wrote the PO should have entered his or her initials here, employee ID or whatever you decide to use as a company convention, but it can be edited in the event the wrong information was entered.
Edit the Quantity of the Item being Purchased
Press the Tab Key on your keyboard to go to the QtyOrd field. The Line# field is completed by the system and useful for reference in multiple line item orders. The QtyOrd field shows you how much of the Item is being purchased. If the order has been placed, you are probably not going to be editing quantities.
The BackOrder Field
Press the Tab Key on your keyboard to go to the Qty B/O field. You may come to this field at times to edit the BackOrder quantity for a PO if there has been a mistake in Receiving.
Edit Price per Unit of Measure Field
Press the Tab Key on your keyboard to go to the Pri/UOM field. This field is edited manually and provides a second quantity to drive pricing in the PrevPOPrice Report. If you want to know more about this, pleace contact us.
Change the Item being Purchased
Press the Tab Key on your keyboard to go to the ItemPart# field. If you have already placed the Order, you are probably not going to be editing the Line Item itself. If you havent yet placed the Order and want to change the Item to a different item, you are probably better off deleting the line and adding a new Line Item. To delete the Line, click the arrow at the beginning of the line and press the delete key on your keyboard.
Edit the Item Description
Editing the description here does not permanently change the Item Description as set in the ItemMaster.
Use the ItemMaster Button to Edit Item on the Fly
Entering or editing the description in the Description field of the Purchasing form does not permanently change the Items default description in the ItemMaster. If you wish to enter or edit the Items default description at the time of creating your PO, click the ItemMaster button. This will open the ItemMaster with the selected Item present for editing, and you can edit the default description. After editing the description, close the ItemMaster and you will be back in the Purchase Order form to continue creating your PO. If you want your line entry to reflect the change you made in the Description field, you may need to re-enter that line item. Pressing the {Esc} key on your keyboard will erase the current line item you are entering so you can re-enter it.
Edit the Unit of Measure
From the Description field, press the Tab Key on your keyboard to go to the UOM field. This data is taken from the InvUOM field for the particular Item as listed in the ItemMaster. If you wish to edit the Items default UOM at the time of creating your PO, press the ItemMaster button. After editing the InvUOM, close the ItemMaster and you will be back in the Purchase Order to continue creating your PO. If you want your line entry to reflect the change you made in the UOM field, you may need to re-enter that line item. Pressing the {Esc} key on your keyboard will erase the current line item you are entering so you can re-enter it.
Edit the GL Account Association
From the UOM field, press the Tab Key on your keyboard to go to the GL Acct field. This data is taken from the GLAcct# field for the particular Item as listed in the ItemMaster. If you wish to edit the Items default GLAcct# at the time of creating your PO, press the ItemMaster button. After editing the GLAcct#, close the ItemMaster and you will be back in the Purchase Order to continue creating your PO. If you want your line entry to reflect the change you made in the GLAcct field, you may need to re-enter that line item. Pressing the {Esc} key on your keyboard will erase the current line item you are entering so you can re-enter it.
Edit the Price
From the GLAcct field, press the Tab Key on your keyboard to go to the Price field. This is the price as listed in the StdCost field in the ItemMaster. You may change the price here but it wont affect the Standard Cost as listed in the ItemMaster. If you wish to edit the Items default StdCost at the time of creating your PO, press the ItemMaster button. After editing the StdCost, close the ItemMaster and you will be back in the Purchase Order form to continue creating your PO. If you want your line entry to reflect the change you made in the Price field, you may need to re-enter that line item. Pressing the {Esc} key on your keyboard will erase the current line item you are entering so you can re-enter it.
Edit the Currency
From the Price field, press the Tab Key on your keyboard to go to the Currency field. This field is entirely optional and should just be tabbed through. If you want to know more about using different currencies in BusinessMaster, please contact us.
Change the Tax Status
Press the Tab Key on your keyboard to go to the Tax field. If the box is checked, Tax is applicable to this line item.
Edit the Required Date
Press the Tab Key on your keyboard to go to the ReqDate field. If the PO has not been place, then enter the adjusted date you need the item by. NOTE: This field does not drive the MRP report.
Edit the Promise Date
Press the Tab Key on your keyboard to go to the PromDate field. Enter the new Promise Date for the item. This field is for referencing the vendor promise date. NOTE: This field drives the MRP report.
Edit the Alt Part#
Press the Tab Key on your keyboard to go to the Alt Part# field. If a number is entered in this field, it will be used on the PO Report. An Alternate Part Number can be added and edited manually here, or you can set up Items to be automatically associated with Vendor Part Numbers. Click here for instructions on setting that up.
Edit the Reference Number
From the Alt Part# field, press the Tab Key on your keyboard to go to the Ref Num field. This field is for Job Costing reference. The default is 0, the system order number for stock items. If you wish to reference a specific job, or change the reference to a different job, use the drop down list to enter the appropriate reference. The Project Button here will take you to the reference Job in the Projects Manager, and the AddToMa button will add the Line Item being Purchased to the Materials list for that Job.
Edit the Next Line Item
From the Ref Num field, pressing the Tab Key on your keyboard takes you to the QtyOrd field to begin entering the next line item for your PO is applicable.
Edit the ShipTo Address
Pressing the Default button will bring in your default ship to address as listed in your Preferences. The preferences screen is where you would go if you need to change your default ShipTo Address.
Print/Email/Fax the Purchase Order
You can print or preview a PO either by the typical line item details, or with the lines summarized by Part number/PromiseDate. You can also print the PO using the Price/UOM quantity to drive the cost instead of the back ordered quantity. You can also print the PO as a Request for Quote without prices and PromiseDates.

Reference Vendor Item Numbers ("Use PO Alt Part Num") <Top>
Follow these steps to be able to reference your Vendor's Item Numbers on your PO's.

Set the Option in the Preferences
First turn this option on in the Preferences by going to Utilities/Preferences/Options and checking off the box labeled "Use PO Alt Part Num":
Enter the Vendor and Alt Part Number in the ItemMaster Discounts Screen
Close the Preferences Manager and open the ItemMaster and go to the Discounts Screen for the Item you want to assign the Vendors Alt Part Number to. Type in and/or select the desired Vendor from the ID menu. Tab over and type in the Vendors Item/Part Number in the Alt Part Num field. If no discounting or pricing structure is being established here, then set the quantity from 1 to 100,000 (or any safe number).
Assign the Vendor in the ItemMaster Customer/Vendor Priority List
While you are still in the ItemMaster for the Item your are asssigning the Vendor Alt Part Number to, click the ItemMaster Basic Tab and select this Vendor from the Customer/Vendor Priority List. This needs to be the same Vendor you just assigned the Alt Part Number to in the Discounts Screen.

Now when you select this Item in the Purchase Order Manager, when purchasing this Item from the asociated Priority Vendor, their Item# will be referenced in the Alt Part Num field in the Purchase Order Manager, and will be listed in the Description on the Purchase Order Report.

Plan Purchase Orders <Top>
Planning PO's can be done with help from the system by using the planning forms that are available from the MRP Manager.

Assign Priority Vendors: A critical requirement for the Planning sequence to work is that you have priority Vendors set up for all of your component parts. To set up a Priority Vendor for a part, simply go to the ItemMaster and pull up the Component you wish to associate with a Vendor. Then go to the Customer/Vendor list and select the vendor. If you want a priority list with multiple vendors, then select another vendor on the second line and give that vendor priority 2, and so on.

Plan Stock PO's
Click the MRP link from the Inventory Menu to open the MRP Manager. Now click the Typical Production button for an example of planning Stock PO's for a Production based scenario. Also check off the Safety Stock box to include your Safety Stock requirements for your components.

Click the Plan Stock PO button. This will open the Purchase Order Planning Manager and suggest to you what you need to purchase to get your Production done. Essentially what it does is explodes the MRP report and gives suggestions about what you need to buy and when. These suggestions will be in the form of Purchase Orders that need to be approved from the Planning form. The Planning Manager will show you records for all the components that need to be purchased, in order to meet your Safety Stock, and current Production demands. Each Item is associated with its Vendor, and has a list based on how many different demands there are for it.

Go through each Item, and each line and check off the "Planned" check box as appropriate, also adjusting the "Buy Quantity" where appropriate. When you close this screen, it automatically makes PO's based on the items you checked. Then you can go to the Purchase Order form and Place the PO's. (PO's cannot be received against if they have not been placed).

Plan Non Stock PO's
In the case of planning Non Stock PO's, everything above still applies, except in this case you click the Plan Non Stock PO button from the MRP Form, and you will not want to check off the Safety Stock box on the MRP Manager.

Email a PO (as an Attachment) <Top>
Here are brief instructions for emailing a PO:

1. Preview the PO.
2. Click the 'Send to Mail Recipient..' icon:

3. Select the HTML option and click the OK Button:

4. From the next window that pops up (Output Options), just click the OK Button without changing anything:

5. Complete the email. If desired, double-click the attached PO to view it's appearance: