Purchase Orders <Top>
Create a New Purchase Order by going to the Purchasing Main Menu and clicking on the New Purchase Order Link, or the Edit Purchase Order Link and then clicking on the Add button. To edit a Purchase Order, click the Edit Purchase Order button on the Purchasing Main Menu.
Here are descriptions for all the fields and buttons on the PO Manager:
PO#
BusinessMaster automatically enters a PurchaseOrder# for you. The number is a sequential series of integers.
VendorID
This comes from the list of Type "V" entries in the Address module.
PO Date
The system will automatically enter the system date. You can change this if you wish.
PO Placed With
This is a simple text field for a name or department.
Ship Via
Select the appropriate shipping method from this drop down menu.
Notes
Any specific notes for this order. This field stays with the order throughout the system, and will be visible on the PO. If you wish to import the Vendor Notes, then double-click inside this Notes field to import them.
Vendor Notes
These notes come from the AddressBook Record for the Vendor, and are linked by the VendorID. They cannot be edited in this field. They must be changed in the Address module. These are internal notes that will not be on the PO. If you want these notes to be visible on the PO, then double-click inside the Notes field and it will import these notes.
PO Ship To
The Ship To Address for your company.
Default Button
Click this button to import you default company Ship To Address.
Add/Edit Address Buttons
These buttons will take you to the AddressBook for the current Vendor ID, or will bring you to the AddressBook for adding a new record. If you add a Vendor record from the Add Address button, when creating a new PO, then when you close out the AddressBook, you can select the New Vendor from the VendorID List.
Add Receiving Button
This button will take you to the Receiving Manager to create a new receiver for the Purchase Order.
OrderPlacedY/N
A check box for reference if the order has been placed, or just written. A PO cannot be received against, and will not count in MRP runs if it has not been placed.
OrderPlacedBy
This is a required field for the person making the PO to enter his/her initials or name. You cannot enter Line Items without entering something here first.
Line#
This is not a required field, however it is useful in multiple line-item orders for reference.
QtyOrd
Enter the quantity ordered for this line item.
QtyB/O
Quantity Back Ordered is automatically entered for you upon exiting the QtyOrd field.
Pri/UOM
A second Qty to drive pricing for the Preview PO Price UOM Report. This might be used when there are slight variances in the UOM that need to be accounted for. If you enter a quantity here, then you would use the PO Price/UOM Report as your PO to the Vendor. You generate this PO by clicking the Prev PO Pri UOM button at the bottom of the Purchasing Manager. Click here for a screenshot of the report.
ItemlPart#
The InternalPart# for the item.
Description
Shows the Item Description from the ItemMaster. 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.
Large Format Descriptions
The Description field for Line Items can be customized to always display in a larger format, so that you can view more of the text. This is helpful when you have a long descriptions or need to write long descriptions for PO's and Sales Orders, and need to be able to view them. You change the format in the Preferences, by placing a check in the Large Format S/O and P/O checkbox on the Options screen.
ItemPart# Drop Down Menu
The drop down menu for the selecting the Item gives you additional information. It shows the Item, Description, Inventory Location, the Current Inventory Quantity, and the Projected Supply (includes the Open PO's). The Inventory Quantities and Projected Supply are updated automatically every time the PO Manager is opened, if the Update Local ItemMaster Option is checked off in the Preferences. Click here for a screenshot of the drop down menu.
ItemMaster Button
This button will jump to the ItemMaster for the line item number.
Uom
(Unit of Measure) referenced in the PartMaster for this item#.
GLAcct#
(General Ledger Account Number) referenced in the Partmaster for this item.
Price Button
This button will update the StdCost field in the ItemMaster with the currently displayed cost for the line item. It also reports back to you a confirmation about the update.
Price Field
Lists the Std Cost for the Item
Currency
Default currency is US Dollars. Please contact us if you want to know more about handling international currencies in BusinessMaster.
Tax
Checked for taxable items from Vendors when necessary.
ReqDate
The Required Date for the item. Please note that this field does not drive the MRP report.
PromDate
The Promise Date for the item. This field is for referencing the vendor promise date. This field drives the MRP report.
Tax
If the box is checked, Tax is applicable to this line item. The default setting is yes.
AltPart#
This provides for the Alt Part Number from the ItemMaster to be added automatically to the PO, and will print as part of the Description. Click here for instructions on how to associate the Vendors Item Number with your Item Number.
Ref Num
This field is for referencing Sales Orders and Jobs to PO's. The default is Job Number '0', which is the system Order Number for Stock Items. If you wish to reference a specific job, use the list to enter the appropriate reference. If you create a PO from Project Materials, the Job Reference will be automatically done for you. When the PO is placed, you can reference the Open Order status from the Projects Manager. Referencing Jobs gives you greater Job Costing and MRP detail. Note: When referencing more than one Job on the same PO, if there are two or more Line Items with the same Item Number and with different Job Ref's, they will be combined on the PO. The Line Item Orders will remain discretely associated in BusinessMaster, but will be combined on the PO you send to your Vendor. This also works whether or not you have the same Promise Date.
Project Button
Click this button if you are association a Project to the Line Item Purchase and it takes you to the Job Phase in the Ref Num field.
AddToMa Button
This button will add the current PO line to the Materials List for the Referenced Phase Num. You have to select the Job number from the Ref field first then click the button. This is good for after the fact additions to the Materials List, like for something that was needed after the initial purchasing for the Job was accomplished. It always adds line 1000 so that its at the end/bottom of the list. You can have multiple line 1000's on a materials list. It doesnt effect the list otherwise. If 0 (zero) is in the Ref Num field, the PO goes to overhead. In order for this feature to work, you must have a Line# present for the Line Item you are adding.
Print/Preview Details Buttons
Prints or Previews the PO with typical line item details.
Print/Preview Summary Buttons
Prints or Previews the PO with the lines summarized by Part number/PromiseDate.
RFQ (Request for Quote) Button
Generates the Request For Quote Report without prices and PromiseDates which can then be sent to the Vendor.
Preview PO Price Per UOM Button
Print the PO using the Price/UOM quantity to drive the cost instead of the Back Ordered quantity. Click here for a screenshot of this report.
Update SubTotal Button
Updates the SubTotal for the PO.
Click here for more detailed instructions on Adding and Editing Purchase Orders.
ItemPart# Drop Down Menu Screenshot
Click here to go back to the description.
Not Placed Purchase Orders <Top>
This screen will show you all PO's in the system that have not been checked off as "Placed". If you have PO's that are in the system, but have not been placed, you will not be able to add a receiver against them. To place a PO, check the box where it says "PlacedY/N" near the upper right hand corner.
PO Receivings <Top>
This screen shows you the receivers that have been created against PO's but have not yet been vouchered. Enter the PO# and if a receiver has been done against it, it will show up in the bottom part of the screen, and you can click the Voucher button to create a voucher against it to be sent to your accounting program.
Purchase Tax Rate Manager <Top>
This is where you go to edit your Tax Rate for the items you purchase. If you check off the Tax check box for the Purchase Order Line Item (located at the end of the Line Item, next to the Price fields), then this TaxRate will be applied on the Purchase Order for that Line. The only fields that can be edited in the TaxRate Manager are the TaxRate fields located in the TaxRate column. The TaxCode is just the Yes or No indicator to the system for the two TaxRates ("Y" or "N"), and to indicate to you which is Yes and which is No. You cannot check or uncheck the TaxableYN checkboxes, which are there to show you what the system considers Yes and No. When the Tax CheckBox is checked on the Puchase Order Line Item, then it gets the corresponding TaxRate from the TaxRate Manager. If it the Purchase Order Line Item is not checked, then it gets the N (No) TaxRate. The No TaxRate should be 0.0000%, unless for some reason you wish to always apply a certain tax rate, even if the box is unchecked, or wanted a different TaxRate when the box is not checked.
Here is a screenshot of the TaxRate Manager:
