Purchase Orders are used to order and receive items into your inventory, either for direct resale or as part of a warehousing program. You should enter one transaction for each vendor shipment, although there may be many types of items entered for each shipment. When you receive the items, you enter the quantity received. The On Hand quantity of each item received is immediately updated as well as the Month To Date Purchases and Year To Date Purchases fields.
You can also use this type of transaction for miscellaneous adjustments to stock, or to set up initial On Hand quantities for each item. To reduce the On Hand quantity of an item, simply enter a negative (-) number in the Quantity field for that Line Item.
Custom Purchase Orders are used to order items that are part of sales orders. These items may not be Inventoried items, but they may be Customer Owned Products.
You can combine items from different sales orders on the same P.O. (provided they are for the same vendor, of course), however you should be aware that all line items on the same P.O. will be forced to use the same VENDOR INVOICE fields, SHIP VIA and so on.
Since these items are not going into your inventory, you would not normally actually receive items from a Custom Purchase Order (since they are automatically assumed to be received when you generate a sales invoice). In fact, unless you wish to combine items from different sales orders together on the same P.O. you may wish to generate Single Item P.O.s when entering sales order line items, thus saving steps.
Purchase orders for Customer Owned products are automatically marked as received, and their inventory quantities updated, when you invoice the customer from the sales orders browse.
| Custom Orders | These are purchase orders automatically generated for you when you print a purchase order from within enter a Sales Order. You do this by tagging one or more line items on the Sales Order, then printing a Purchase Order within the Sales Order. Purchase orders generated from sales orders are marked with a ‘C’ in the TYPE column of this browse.
You do not create sales orders here. All sales orders are created in the sales order browse. To create line items for a custom purchase order, the sales must first be created there (or you may convert a RFQ to a sales order). You create a custom purchase order while adding or editing a sales order line item by pressing the [Generate P.O.] button. And in fact this is the method you will use most often, since many (if not most) custom jobs will consist of a single item. The catch is that this may only be used for jobs with a single item on the purchase order. If you need to combine items from multiple sales orders on a purchase order, you do as mentioned in the last paragraph; create the sales orders first then create a purchase order assigning these line items to it. Perform all actions necessary to manage a Custom Purchase Order in the sales order! Once a sales order is shipped, the purchase order is marked as completed. |
| Distributor Purchases Orders | These are for ordering items for your own use or for resale which are not linked to a particular sales order. These may be customer or distributor owned items, but they are not necessarily part of a single order.
You cannot change a Purchase Orders TYPE. |
You tag records in