Create an inventory purchase order

This would be used to purchase parts and/or shop supplies.

1. At the EMMS main menu, click the Purchasing button. The Work With Outstanding POs display screen appears.
2. Click Add . The Enter the PO Header Type screen appears.
3. Make sure Purchase Order is selected.
4. Click the Create Purchase Order button or click Enter . The Order Entry change screen appears.
5. Fill in the fields as required.

   Contact Nameis the person at the vendor company who can be contacted about the order. If left blank, this will default to the contact person defined for the vendor on the vendor master.

   Contact Phoneis the telephone number of the vendor contact person. If left blank, it will default to the telephone number defined for the vendor on the vendor master.

   Due Dateis the date the goods being ordered are expected to be received. It defaults to the current date but can be changed, and should be if the items being purchased will be back-ordered.

   Exchange Rateis the exchange rate to be used if the vendor is located in another country ordeals in a different currency.

   Order Typeidentifies whether the order is for inventory or miscellaneous items. Choose Inventory.

   Pay To Vendoris the company that should be paid for the order if different from the vendor. You can click on the Prompt button to select the pay-to vendor from a list.

   Province/Stateis the province or state in which the vendor is located. If left blank, it will default to the province or state defined for the vendor on the vendor master. You can click on the Prompt button to select the province or state from a list.

   Quote/Ref Dateis the date of the vendor's quote or reference document, if any.

   Quote/Ref Numberis the number of the vendor's quote or reference document, if any.

   Shipping Methodidentifies how the product will be shipped.

   Shipping Viaidentifies who is shipping the product.

   Vendoris the company the items will be purchased from. This is required. You can click on the Prompt  button to select the vendor from a list.
        Note that regular and sublet purchase orders cannot be created for vendors whose held status has been set to Yes.

   Warehouseis the warehouse ordering the items. It defaults to the system-defined warehouse. You can click on the Prompt button to select the warehouse from a list.

6. Click Enter . This will reserve the purchase order number. The Order Line Entry add screen appears.
7. Fill in the fields as required.

   GLis an override account the item should be charged to. It can be left blank to default to the general ledger account assigned to the item in the item master, and should be left blank for shop supplies. You can right-click in the field and select Prompt to select the account from a list.

   Item Numberis the inventory item to be ordered. You can right-click in the field and select Prompt to select the item from a list.
        If the Primary/Core Process core tracking method is in use, adding a primary part to a regular inventory PO will cause the core to be added as well, with a quantity that matches the primary. If you change the quantity on the primary, the core follows along. If you delete the primary part, the core will be deleted as well.

   Order Qtyis the number of units of the item to be ordered. For shop supplies, set this to 1. A value is required.

   Per Unitis the price per unit of the part, or the total cost of the item for shop supplies. It can be left blank to default to the price currently on the system for the item from the selected vendor. If no price is available, the system will prompt for one. A negative is not allowed.
        The cost is searched for in the following order: contract cost; item upload cost; vendor/item cost; last PO. The item upload cost only takes effect when the part interface pricing is turned on and there is a cost on the interface file for the part being ordered. A warning is given in you enter a value different from the contracted price.

   UOMidentifies how the item is measured for ordering. It can be left blank to default to the unit of measure assigned to the item in the item master. It should be left blank for shop supplies. You can right-click in the field and select Prompt to select the unit of measure from a list.

8. Click Enter to save the items.
9. Click Change to go to the Order Line Entry change screen.
10. When all items have been entered, click Process . The Process Order screen appears.
11. Click Process. The PO Status changes to Processed.

    PO Status identifies the current condition of an order. Possible values are:

    • Accrued (A) - the purchase order is for sublet work that has not yet been received and posted.
    • Cancelled (X) - the order was processed, no goods were received, and the balance was cancelled.
    • Closed (C) - the order has been received in full, or received in part with balance cancelled.
    • Hold (H) - an open purchase order that exceeds the agent's dollar limit, or an open release authorization that exceeds the standing order's dollar limit.
    • Open (O) - the order is created and contains items; it is changeable.
    • Partial (P) - some goods have been received, but not all.
    • Processed (S) - the order is finalized and sent to the vendor; it is no longer changeable, but goods can be received for it.
    • Reserved (R) - the purchase order header has been created, but no items entered; it is changeable, but cannot be processed until items are entered.
12. You can now receive parts.

Back to Purchasing