Documentation

Editing Purchase Orders

Header Fields

VENDOR ID Enter a valid Vendor ID. The default site address information appears on the screen in the General window beside the [Site] button. You may use the [Lookup] button to select a vendor or to add a new vendor on the fly .
ORDERED VIA Choose one of the methods, such as Fax or Phone, from the drop-down list.
QUOTE Enter the vendor’s quote here (up to 15 digits).
EMPLOYEE ID Enter the Employee ID of the person ordering the product. If this is a Custom Purchase Order automatically generated from a sales order line item then the Employee ID from that sales order is automatically entered for you.
REFERENCE An eight digit field to aid you in recognizing this job. If this is a Custom Purchase Order automatically generated from a sales order line item then the Customer Purchase Order is automatically entered here for you.
SHIP VIA Enter the carrier who will be delivering this order. Select using the field lookup button
SHIP DATE The date the order was shipped from the vendor. Upon receipt of the goods, if this field is blank, the date defaults to the VENDOR INVOICE DATE field.
ACKNOWLEDGED The date you received acknowledgement of shipment or processing. (Optional)
TERMS ID The payment terms for this transaction. The default is the Terms ID entered for this vendor under FILES|Vendors.
SALES ORDER ID If this P.O. was generated automatically from a Sales Order, then this field is filled in for you and may not be changed. Otherwise you may type in a Sales Order.

If you type in your own Sales Order, bear in mind that this value is not linked to a Sales Order  so information you enter here would not affect the referenced Sales Order in any way.
JOB ID Enter the Vendor’s Job ID when it becomes known. After the P.O. is received, this will update the Product Master’s Last Vendor Job ID field.
TRANSACTION ID The system assigned ID for this transaction. Visible at the top right of the window.
ENTRY DATE The date the transaction was created. Visible at the top right of the window.
P.O. NUMBER Displayed here once the purchase order is printed. This is automatically generated by Simple Accounting when you print the purchase order.
P.O. DATE Displayed here once the purchase order is printed. This is automatically generated by Simple Accounting when you print the purchase order.
LAST RECEIPT The date that items were last received on this P.O.
COMPLETED The date the P.O. was completed.

A Completed P.O. is a purchase order where all items that are going to be received in have been received.
GENERAL
SHIP FROM IMG00157.gif Selects the point of origin for the Purchase Order. This defaults to Default Ship From in the Vendor Master. Click here to select an alternative point of origin if the vendor has multiple plants.
ORDER TYPE Select the appropriate order type for this purchase order:

  • New
  • Exact Repeat
  • Changed Copy
  • Changed Specs
  • Changed Both Copy & Specs
  • Release
CONFIRM ONLY Check this box if the order has already been called into the factory and this P.O. is strictly for confirmation. The word ‘CONFIRMING’ prints on the purchase order to prevent the job from being mistakenly produced twice.
STATUS Thisdrop-down-list marks the progress of the purchase through its cycle, from ordered to completed. P.O.s created from the Vendor P.O.s browse start with no status box tagged.

Q The P.O. has been entered into Simple Accounting, but not printed.
O The P.O. has been entered and printed. If the P.O. was previously in Quoted status, then it will be assigned a Purchase Order number upon printing and automatically changed to this status. Once a P.O. has been assigned a Purchase Order Number it can no longer be deleted, only voided.
A An acknowledgement has been received from the Vendor (this is almost always accompanied by the Vendor issuing a Job ID.)
R Select this option if you are receiving in one or more line items on the P.O. This enables the RECEIVE QUANTITY and vendor invoice fields for each line item. It also tells Simple Accounting to post the received lines to A/P when you save the transaction.

Once a line has been received, you may not edit that line.

Saving the transaction with Received Status will automatically mark all lines as complete where the Ship Quantity is greater than or equal to the Order Quantity. If all items have been received the P.O.s overall status automatically changes to ‘C’ (COMPLETED).
  BACK ORDERS If you receive in any lines with a Ship Quantity less than the Order Quantity, a new transaction is automatically created containing only these line items. The new transaction is then ready to receive when the remainder (eg. the backorder) is ready to receive.

C The Purchase Order is complete. No further quantities may be received in on any line items.
V Voided. Voiding a P.O. deletes all line items. You are also given the opportunity to delete any linked A/P Bills.
NOTES TAB Enter any notes such as special instructions to be printed on the purchase order. If the order was generated from a Sales Order, these notes default to the Vendor Notes you entered into the source Sales Order Line Item.
Last Revision: 11.6.2013

Search Documentation

Related Topics

x

Contact

How Can We Help?

Other Ways To Reach Us

Sending your message. Please wait...

Thanks for sending your message! We'll get back to you shortly.

There was a problem sending your message. Please try again.

Please complete all the fields in the form before sending.

x

Add this topic to your list of favorites?