Processing Purchase Orders
Use the Purchase Order Entry form to issue new purchase orders and to edit existing purchase orders.
When you post a purchase order, quantities on hand for the ordered items are immediately placed on purchase order in Inventory Control unless the purchase order is job-related.
If the purchase order is job-related, posting updates committed quantities and amounts in Project and Job Costing for the contract, project and category that you specify (and does not change the quantity on purchase order for the inventory location).
You can enter four types of purchase orders:
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Active orders you plan to use right away.
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Future purchase orders you plan to activate on a future date.
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Blanket purchase orders for a specified total amount to which you can post details until the amount is used up.
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Standing purchase orders for standard items from which you can issue other types of purchase orders.
For more information about the four types of purchase orders, see Purchase order type
Specifying requisition numbers on purchase orders
You do not have to create requisitions before entering purchase orders. If you do not use requisitions, you enter all the information and details on the purchase order.
If you create requisitions first, the details and most of the other information entered on the requisition appear automatically on the purchase order. You can also choose to include requisition details with no vendor number (when the purchase order vendor is assigned as the item's vendor type) in the purchase order. You can edit all the information from the requisition, and add or delete lines.
Selecting from more than one requisition
You can select details from more than one requisition to create a single purchase order.
When you post a purchase order that references a requisition, the requisition details you include are marked as completed on the requisition, whether you ordered the full quantity or a greater or lesser amount. When you post a purchase order for all the outstanding details on a requisition, the requisition is marked as completed and will be deleted the next time you run Day End Processing, if you do not keep transaction history.
The information you enter to add purchase orders includes:
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Detail information for inventory items, non-stock items (if permitted) and non-inventory items (if your Purchase Orders system allows non-inventory items).
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Optional field information (if you use Sage ERP Accpac's Transaction Analysis and Optional Field Creator and you have added optional fields).
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The exchange rate for converting amounts from the vendor's currency to the functional currency (in multicurrency ledgers only).
Job-related purchase orders
Job-related purchase orders update Project and Job Costing committed quantities and costs.
See also
Checking purchase order totals
Creating purchase orders automatically
Day-end processing of purchase orders