Enter Purchase Orders Enter Purchase Orders
As Purchase Orders are entered, they are accumulated in the Purchase Order File. As long as Purchase Orders remain in the Purchase Order File they may be printed or edited.
Purchase Orders may be entered for items used on a job, items for resale (e.g. inventory or trade invoice items), or items used by the company internally. Items for multiple jobs, inventory, and internal use may be contained on the same Purchase Order for each vendor. A different delivery acceptance and deadline date may be specified for each line item.
A Purchase Order may be reconciled when materials or other ordered items are received. An accounts payable invoice can be created during the reconciliation process. This Accounts Payable invoice may then be handled through the Accounts Payable module.
The following screen comes into view when Enter Purchase Orders in the Purchase Order Main Menu is chosen. Purchase Orders can be sorted by PO Number, by Vendor ID, by Vendor Name, or by Job by simply clicking on the desired tab.
Browse Field
Enter the desired PO number in this field and the system will automatically search for the matching record. Press the lookup button to search for specific keywords. The following screen will come into view when the lookup button is pressed.
Enter the keyword in the blank field and press the Go button. The accounting system will return all Purchase Orders containing the keyword. Select the desired PO Number and press the OK button.
Show Fully Reconciled Purchase Orders (check box)
When this box is checked, past Purchase Orders that have been reconciled will come into view on the screen. These Purchase Orders will be grayed out.
Overreconciled POs Show Negative Remaining (check box)
When this box is checked, Purchase Orderst that have been reconciled for more than the ordered value will show negative number in the Remaining column.
Tag / Tag All / Untag All (buttons)
Use these buttons to tag or untag individual Purchase Orders in the list. Tags are used for processing multiple Purchase Orders at one time using the Generate POs, Export Tagged, Reconcile/Unreconcile, and Delete buttons.
To Duplicate an existing Purchase Order, highlight the Purchase Order to be copied and press the Duplicate button.
The accounting system will create an exact copy of the highlighted Purchase Order. Enter the New Purchase Order Number and the New Purchase Order Issue Date. Enter the Date or press the lookup button and select a date from the Calendar. The New Purchase Order will be created for the same vendor as the Original Purchase Order. Press the Proceed button and the new PO will be created.
If this box is checked, the system will automatically add an additional Purchase Order each time the current Purchase Order is saved using the OK button. If the box is not checked, the system will return to this Browse window after each successful add.
To Add or change a Purchase Order, press the Add button or highlight the desired Purchase Order and press the Change button. For more information, see Add or Change a Purchase Order
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted. If the No button is pressed, the program returns to the previous screen.
This button closes the program and returns to the main screen.
Help (button)
see How to use Help
Generate Purchase Orders (button)
This button will allow the user to print Purchase Orders. Depending on whether any POs have been tagged, one of these two windows will be displayed::
Clicking Highlighted or Tagged will print the highlighted Purchase Order or Tagged Purchase Orders, clicking Limit Screen will open the Purchase Order Printing Limits window.
Click this button to print a blank Purchase Order form. The following window will appear:
Indicate whether the blank Purchase Order should be printed with or without a PO number and whether to assign the next available number here. If the next available number is assigned, that number will be advanced for entry of future Purchase Orders.
Reconcile/Unreconcile (button)
When the Reconcile/Unreconcile button is pressed, one of the following messages will come into view.
If the highlighted Purchase Order is not reconciled, the following message will come into view.
Press the Yes button to continue and the selected Purchase Order will be marked as Fully Reconciled. This option is useful for quickly reconciling Purchase Orders without packing slips.
If the highlighted Purchase Order is reconciled, the following message will come into view.
Press the Yes button to Unreconcile the selected Purchase Order. This option is useful if Purchase Orders are erroneously reconciled.
Add or Change a Purchase Order
Press the Add or Change button and the following screen comes into view:
Enter the Vendor ID number or the Vendor name.
Vendor ID
Enter the number of the vendor to whom this Purchase Order will be sent, or press the lookup button and the Accounts Payable Vendors screen comes into view. Vendor information will be displayed automatically and the cursor will appear at the Ship To fields.
Enter the name of the vendor or press the Arrow button and a list of vendors will come into view. Vendor information will be displayed automatically and the cursor will appear at the Ship To fields.
The name and address of the vendor are available through the More Vendor Info button. Press the More Vendor Info button and the following window comes into view. It lists the vendor's complete address, phone and fax number, and contact person. Press the OK button to return to the previous screen.
The name and address of the vendor are available through the More Vendor Info button. Press the More Vendor Info button and the following window comes into view. It lists the vendor's complete address, phone and fax number, and contact person. Press the OK button to return to the previous screen.
Envelope/Label (button)
Click this button to immediately print an envelope or a mailing label for this address. See the Printing Envelopes and Labels help topic for more information.
Press the down arrow and select the type. There are four types: Job,Vendor,Customer and Other. The type selected will determine the next field. The information for the selected type will be displayed automatically.
•Job
Select this option if the order is to be shipped to a job address. 
Job
Enter the Job number or press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
•Vendor
Select this option if the order is to be shipped to a vendor's address. 
Vendor
Enter the Vendor number or press the lookup button and the Vendors screen comes into view. Highlight the desired vendor and press the Select button.
•Company
Select this option if the order is to be shipped to a Company Address.
•Customer
Select this option if the order is to be shipped to a customer’s address. 
Customer
Enter the Customer number or press the lookup button and the Customers screen comes into view. Highlight the desired customer and press the Select button.
•Other 
If this option is selected, the Other Ship to Address screen comes into view.
Edit Shipping Information (button)
Press the Edit button and the following screen comes into view. Information in the Other Ship-To Address may be edited or added to the Type. For example: If the Type selected was customer, the Other Ship To Address contains information about this customer. Edit the desired fields.
It is not required to enter all four of the below dates on Purchase Orders. In many cases, the only required date is the Issue Date of the Purchase Order. Any combination of the three additional dates to be requested in the Purchase Order entry program may be selected. This selection is made in the System Setup module under the Setup Purchase Orders menu option.
Enter the desired dates or press the lookup button by any of the dates and a Calendar will come into view. Highlight the desired date and press the OK button.
PO Number
A Purchase Order number may be entered in this field. If a number is not entered, it may be assigned automatically during Generate Purchase Orders. The Purchase Order number may be up to twelve characters long and may consist of any keyboard character.
NOTE: Because of the design of the Purchase Order numbering system, it is important to be aware of the following items. Letters do not advance automatically in the system. If an alphabetical letter is used in the numbering system, the system will only advance each number until the numeric sequence is at the maximum value. At that point, the sequence will start at the lowest value and advance from that value. For example: if a Purchase Order number of ‘PO-0’ is entered, the system will number the next Purchase Orders as ‘PO-0’ through ‘PO-9.’ The next number will be ‘PO-0’ and the same sequence will occur. If the starting number is ‘PO-001,’ the system will advance through ‘PO-999’ before resetting to ‘PO-000.’ If the default is alphabetical only, all Purchase Orders will have the same number. When a Purchase Order is assigned a number with preceding zeros, all zeros must be used to call up that Purchase Order (e.g. 0001 is not the same as 1).
Issue Date
This is the date that the Purchase Order is issued. This field is skipped during entry unless a P.O. number is assigned. If the field is left blank, the system will assign the date that the Purchase Order is printed.
Default Job
Press the lookup button by the Default Job field and the Job Setup menu comes into view. Each line item may have a different job and cost code assigned to it. The job entered here will serve as the default.
Purch. Agent
Enter the Purchasing Agent associated with this Purchase Order.
FOB
Enter whether this order is FOB Shipping or FOB Destination.
Taxable (check box)
Check this box if the Purchase Order is Taxable. Each line item may be taxable or nontaxable. The selection made here will serve as the default.
Subtotal
The system calculates this field by adding the 'Total Amount' for each line item. This field may not be modified through this screen and is automatically updated whenever 'Total Amounts' are changed.
Tax
This is the rate at which taxable line items are to be taxed and the total tax applied to the Purchase Order. Only those line items specified as taxable will be taxed. If a Tax Percentage is entered, then the Tax Amount will be calculated. If a Tax Amount is entered, then the Tax Percentage will be calculated.
Total
The system calculates this field by adding the tax amount to the Subtotal amount. This field may not be modified through this field and is automatically updated whenever Subtotal or Tax amounts are changed.
Purchase Order line items can be imported from a text file located on the disk. See the Import Purchase Orders topic for a general description of importing line items.
Add or Change a Purchase Order Detail Record
Press the Add or Change button (located below the list of Change Orders) and the following screen comes into view.
Text Line Item-(check box)
see Text Line Item
Item ID
This is the identification number for an item. Any text can be entered in this field; however, the system will do a quick lookup after text is entered to see if the entered Item ID exists in the Item Price File. Also, clicking the lookup button next to the field will bring up the Item Price File browse window for selecting an item. If an item is selected from the price file, the system will automatically look for and display the item description, unit name, and unit price from the selected vendor. Also, the list box in the bottom right hand corner of the window will be populated with any other vendors for whom a unit price for this item is stored. This information might be helpful in determining whether this item should be ordered from a different vendor who offers a better price.
Storing a New Vendor Unit Price
If a valid Item ID (for an item stored in the Item price File) is entered here, then at the end of this detail entry when the OK button is pressed, the system will check to see if this vendor's unit price for this item is already being stored. If it is not being stored, or if the price entered in this Purchase Order line item is different from the stored unit price, this window will be displayed:
Indicate whether the system should store the new unit price for this vendor. If the Don't Ask button is pressed, the system will stop asking the user to update vendor pricing during purchase order entry. To turn the feature back on, use Setup > Payroll Options > Purchase Order.
Description
This is a 30 character field used to describe or explain the ID number.
Vendor Catalog
This is a 15 character field is used for the vendor's product number.
Quantity
Enter the amount of product ordered. Any quantity up to 9999999 units may be entered.
Unit Name
The units of measure for the item number should be entered. For example: gallons, tons, or board /feet.
Unit Price
This is the price of only one unit. The unit price is entered by default if the ID number is found in the Item Price File and vendor Purchase Order information exists. A new unit price may be entered or the default price may be retained by pressing enter.
Taxable (check box)
If the item is taxable, check the box. If the item is for resale or is not taxable for some other reason, then do not check the box. The tax rate that will be used for taxable items is the tax rate at the bottom of the Purchase Order. Only one tax rate may be used per Purchase Order.
Subject to Shipping (check box)
If the item is subject to shipping costs, check the box. When this Purchase Order is reconciled with an AP Invoice, the resulting invoice line item will inherit this setting.
These buttons move a Line Item up one space, to the top, down one, or to the bottom respectively. Items will print in the order they appear on this screen.
Type
Press the down arrow and select the type. There are four types: General Ledger Account, Job, Equipment and Inventory. The type selected will determine the next fields.
1.G/L Account
2.Job
3.Equipment
4.Inventory
No additional fields will appear. The program will simply distribute the items to Inventory.
GL Account
Enter the General Ledger account or press the lookup button and the General Ledger Accounts screen comes into view. Highlight the desired account and press the Select button.
Job ID
Enter the Job ID or press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
Cost Code
Enter the Cost Code, or press the lookup button and the Budget Cost Code Lookup screen comes into view. Highlight the desired cost code and press the Select button.
Equipment ID
Enter the Equipment ID or press the lookup button and the Equipment File Maintenance screen comes into view. Highlight the desired Equipment ID and press the Select button.
Cost Category
Enter the Cost Category, or press the lookup button and the Budgeted Cost Code Lookup screen comes into view. Highlight the desired Category and press the Select button.
Priority Vendors for this Item ID
This section allows the user to list the Vendors who supply this item and the prices at which they supply this item. Vendors are listed by their Priority. See Adding or Changing a Vendor Price for more information on Vendor Prices and assigning Priority. Press the Select button to assign this PO to the highlighted Vendor.
Check the Text Line Item box and the following screen will come into view. This field allows a text message to be entered. This is a user defined field.
By pressing the lookup button, the user can access previously saved text line items. Press the lookup button and the following screen will come into view.
Select (button)
Press the Select button to select the highlighted text line item.
Add or Change (button)
Press the Add or Change button to add a new text line item or edit an existing text line item. Press the Add or Change button and the following screen will come into view. Enter the desired text line item and press the OK button to save it or press the Cancel button to exit without saving.
Delete (button)
Press the Delete button to delete the highlighted text line item. Press the Delete button and the following screen will come into view. Press the Yes button and the invoice will be deleted. Press the No button and the program will return to the previous screen.
Close (button)
Press the Close button to return to the previous screen without selecting a text line item.
Help (button)
See How to Use Help
This button, when pressed, will print the displayed Purchase Order.
Select this tab and the following screen will come into view.
This tab displays all AP Invoices which have been entered and reconciled against this Purchase Order.
Invoice #
This field displays the number of the Invoice reconciled against this PO.
Date
This is the date of the reconciled Invoice.
Quantity Reconciled
This field indicates the quantity reconciled against this PO.
Amount Reconciled
This field indicates the amount reconciled against this PO.
Press the Attach tabs and the following screen comes into view. This tab allows the user to attach outside files to the purchase order. For example: a scanned copy of a letter received regarding the Purchase Order can be attached.
Description
The Caption that is specified when the Attachment is added will be displayed here.
Type
The file type will be displayed in this column.
Preview
Depending on the Attachment type, a preview image may be displayed to the right of the Attachment table.
Add or Change (button)
Press the Add or Change button and the following screen will come into view.
Caption
Enter a descriptive Caption that will be used to identify the Attachment.
Retrieve an Image (button)
Press the Retrieve an Image button to browse for the desired file. Many file types are supported by this function including Document, Image, Spreadsheet, and PDF file formats.
Set Defaults (button)
Press the Set Defaults button and the following screen will come into view. This screen allows the user to define default settings when attaching files to an item in JobView.
Default Attachment Type
Select the file type to display by default when selecting an attachment. Select All Files to remove any file type filter.
Option 2
Select the description to be displayed for selected attachments.
Delete (button)
Press the Delete button to remove the highlighted attachment from the Invoice. The following screen will come into view.
Press the Yes button to delete the Attachment.
When the Export button is pressed, the following screen comes into view.
This option allows the user to save Purchase Orders as a text file. Enter the desired filename in the space or press the lookup button and browse for the desired file. If the Preview the text file before closing check box is selected, the text file will be opened when the Proceed button is pressed. Press the Proceed button when the file name is entered or selected and the accounting system will save the Purchase Orders in .txt format.