Purchase Order Maintenance

Action: POMAINT

Purchase Orders are created from the Purchase Order/Item Work form from PO Items created on Sales Tickets (special orders) and within the PO Item Maintenance form (stock orders).

PO Numbers are automatically assigned to each PO created.

The PO Maintenance form allows edits to the Purchase Order detail which is primarily used to enter confirmation date/details. It also allows for the review of all the information pertaining to the Purchase Order.

This form is also utilized to receive purchase orders from the manufacturer, stock and special orders.

ProfitSystem knows which POs are for customers and which are for stock. The Receive function will automatically put specials into pick-up inventory and stock orders into inventory and insert receive date, last received date, invoice and last received qty into the PO detail.

Hint:

To delete a customer special order when the PO is issued and the PO contains only the one item being canceled: a) cancel the item on the sales ticket b) find the PO in PO Maintenance and click the un-issue button c) find the Item in PO Item Maintenance then click the delete button for it to permanently go away.

PO Maintenance consists of three tabs of information.

List Tab

The List tab of the Purchase Order Maintenance form contains a special checkbox.

Show open purchase orders only?...If checked, the search list will only show purchase orders that have not yet been fully received. That is, the received date is empty.

PO Maintenance buttons common to all tabs

Print button...This is used to reprint the Purchase Order or print a Purchase Order Recap (for in-house use), or send a PO via Smart Link. The Purchase Order Recap includes any notes entered on the Purchase Order, whereas the purchase order includes the Purchase Order Document Terms. The re-printed purchase order will include the quantity ordered versus the quantity received if any items have been received. If no item has been received, only the quantity ordered will print. If a Smart Link username is entered for the vendor, then the Smart Link button is enabled. A warning is displayed If the PO has already has a confirmation number, but the PO can still be sent.

If the PO is accepted then the confirmation date and confirmation number are filled in automatically.

Receive PO button...This button is only enabled if this purchase order has not yet been received. You click this button to display the Receive form, which lets you select the items to receive and print tags for them. If there is more than one item on the PO you can select only the items that have been received. The items are automatically added to pickup or permanent inventory (for special orders and stock orders, respectively.)

Un-issue...This is used to “un-issue” a PO. When the PO is un-issued, it just clears the PO number from the PO so it can be re-issued at a later date.

Force PO closed...This is used to mark the PO as received even though all the items have not yet been received on the PO. This would be used for any PO where the vendor only ships part of the order and indicates that the remaining open items will not be shipped. When this button is used the current system date will be inserted into the 'Date PO Received' field & changes the quantity to receive value to zero.

If the item was a special order and it has been cancelled on the customer's ticket OR all the items of the PO have been marked received, then the FORCE PO CLOSED option may be light Grey and not available.

Done...Exits the form.