Editing Purchase Orders

PO Edit Form

Clicking the PO number will display the PO details form and the line items of the PO allowing the PO details to be edited anytime. A PO reprint probably should be done If changes are made on this form. It is important to notify the vendor of any changes.

On the PO detail form the fields available are:

PO Number ... The actual PO number. These can be manually assigned or automatically assigned by the system when issuing. The number cannot be changed. Un-issuing the PO and re-Issuing it will provide the opportunity to change the PO number.

Issued ... The date the PO was issued. Editable.

Received ... The last date any quantity was received from outstanding items on the PO. This date is auto inserted by the system & is the current date/time of system when the quantity was received. Editable.

Confirm (ship) date ... The shipping date provided by the vendor. Editable.

Confirmation number ... The confirmation number provided by the vendor. Editable.

Forced Closed... The date a User closed the PO by selecting the Forced Close menu option. This date may be removed.

Requested Ship Date ... The date the operator typed onto the PO while it was being issued to tell the vendor when the PO should ship, sometimes referred to as the wear date (but normally not the real wear date).

Requested Ship method ... The ship method requested for the PO by the operator while the it was being issued indicating to the vendor of how the items on the PO should be shipped. Examples could be ground or overnight.

Notes ... General reference notes about the PO. These do not print on the PO and are to maintain private information concerning the PO.

Vendor Name ... The vendor the PO is issued to

Account number ... The store's vendor account number. This is maintained in the Vendor edit form.

Vendor Phone ... The vendor's customer service phone number. This is maintained in the Vendor edit form.

Line item grid of styles being ordered ... The interactive line item grid where the operator may jump to the inventory style record of a line item, the customer form or the event form. The un-received PO quantity may be changed by the user.
The description of the style ordered will appear reference.

Extra Charges ... Any extra charges for the style sold to the Customer will be listed. Extra charges may be edited on the customer's ticket containing the sale of this style.

Special Instructions ... Any special instructions for the vendor for the style sold to the Customer will be listed. Instructions may be edited on the customer's ticket containing the sale of this style. Note: Special Instructions are included/printed on the Customer's receipt which is seen by the Customer and printed on the Purchase Order.

Private Instructions ... Any Private instructions for the vendor for the style sold to the Customer will be listed. Instructions may be edited on the customer's ticket containing the sale of this style. Note: Private Instructions are not intended to be seen by the Customer. These private instructions are printed on the Purchase Order.

Several Menu function options are also available from the Purchase Order Edit form and are available as links in the top right corner of the form. They are:

Unissue ... Delete the PO as it stands and allows the items to be re-issued onto a new PO.

Force Close ... Mark the PO 100% received even if outstanding items exist. This is often used for stock orders that the vendor has decided not to ship. The system will insert a Force Close date to indicate the PO is completed and no other open items will be received. A User may remove the Force Closed date if needed. A entry is placed in the PO Audit trail of who/when. The status of the PO will stay UNRECEIVED, however reports and Search grid will consider Force closed POs received.

Delete ... Deletes the PO and line items.

Receive ... Receive initiates the Receive function . See topic for instructions.

Reprint ... This function will Reprint the PO and insert the word Reprint across the top of the PO.

Audit Trail ... Displays a grid of key edit details. Changing details of a issued PO will be logged. As will emailing a PO will generate a log entry.

Email ... Display the Email sending form so an email may be sent to the vendor concerning the PO. Multiple email addresses may be entered by separating each my a comma. Once a email is sent, date time and recipients are logged as well as content of the email within the Audit Trail for review later.