You can copy details from previously entered orders for the same vendor or from a different vendor.

In the From and To Vendor Number fields, enter or select:

• The number of the vendor with the order details that you are copying.

• The number of the vendor for whom you are creating a new order.

The Copy Orders program collects the order details from all orders you specify and adds them to the new order that you are creating.

If the From and To vendor currencies are the same, the program will copy order details using the prices from the previous orders.

You can change prices for the new details after creating the new order.

If the From and To vendors use different currencies, the program will let you specify the price list to use for the copied order details.

If you wish, you can change the prices for the new details after creating the new order.

Enter the range of existing orders that contain the details you want to use in the new order.

Click the Go button () to display the details from the existing orders that you selected.

By default, the program will use the "To" vendor's tax group; however, you can specify a different tax group for the new order.

Select the type of purchase order that you want to copy from:

• Active (to copy details from currently active purchase orders)

• Future (to copy details from future POs only)

• Standing (purchase orders that are placed repeatedly)

• Blanket (POs for making a number of purchases over time)

This option is available only if you have Project and Job Costing and you want to copy the details for job-related Purchase Orders.

If you select this option, the program will look up job-related purchase orders for the range of POs you specified, and copy the details to a new purchase order.

Select this checkbox if you want to copy costs from the original POs to the new PO that you are creating.

The Amount Available field appears for blanket POs. It is calculated as the Original Amount minus the total Extended Costs of all detail lines in the grid.

Use this field to enter a description for the new purchase order you are creating.

Select this field if you need to place the new purchase order on hold.

If the vendor account is on hold in Accounts Payable, the purchase order is automatically placed on hold.

Note: You can uncheck the On Hold checkbox in Purchase Order Entry. You do not have to remove the On Hold status in Accounts Payable.

You can list the orders currently on hold on the Purchase Order Action report.

Enter the amount of the blanket PO you are creating.

Type the date for the purchase order. For a future order, enter the date that the purchase order becomes active.

The program automatically enters the system date in this field (the date you type when you open the company when you start Sage ERP Accpac).

This date is also used to age the order on the Aged Purchase Orders report.

To add a new purchase order, accept "New" or enter the number.

Purchase Order Entry assigns the purchase order number using the numbering scheme defined in the Options form in the Setup folder unless you enter another number here.

Select the type of purchase order you are creating:

• Active (for a purchase order that you want to fill immediately).

• Future (purchase order becomes active and is posted when you run Day End Processing on the specified order date. You can also change the purchase order status to Active before the purchase order date.)

• Standing (purchase orders that are placed repeatedly).

• Blanket (POs for a particular amount for making a number of purchases over time)

By default, the program chooses the same type of PO that you are copying from.

Type an optional reference for the purchase order, using up to 60 characters.

The reference appears in Accounts Payable as the reference for the invoice, and in the general ledger batch (if you select Reference for the G/L Reference Field or G/L Description field option in the G/L Integration form in the Accounts Payable program, and do not consolidate the general ledger transactions created by Accounts Payable).

If the new purchase order is job-related, you specify for each purchase order detail where the items or resources are going to be used. If you use different terms than ”r;Contract,” ”r;Project,” and ”r;Category” in Project and Job Costing, the program displays them instead.

You enter/select the resource using the Item Number field.

Use this field to indicate whether to copy this detail line to the new purchase order.

Double-click the field, or click the field, then press the spacebar to change the value of the field between Yes and No.

The program displays the description from the item record. You can change it for the purchase order.

If the item is being drop-shipped, click the column heading (or the Zoom button) to specify the drop-ship address.

By default, the Expected Arrival Date field is blank. You can change it for each of the detail lines on the purchase order.

This field displays the code for the item used in the original order.

You cannot select different item codes for the detail lines on the Copy Purchase Orders form.

All you can do is:

• Copy or not copy the detail line.

• Change the location, expected arrival date, drop-ship address, quantity ordered, cost (unit or extended), units of measure, weight units of measure and weight, vendor item number, and optional fields.

Line numbers are assigned automatically by the program and you cannot change them. You use line numbers to identify details you have entered or to recall them for editing when you are using the zoomed form for entering detail information.

If necessary, type the code for the location where these items are required.

The program displays the location code specified on the original purchase order.

Double-click the Optional Fields cell on the detail line or click the Zoom button column heading to enter information for an optional field that was assigned to this transaction type in the Purchase Order Entry Optional Fields setup form.

The entry in the grid will change from No to Yes.

You can also enter optional field information for the purchase order as a whole on the Optional Fields tab.

The program displays the number of units from the original order.

You can change the number of units for the new purchase order.

Make sure the number of units you specify is expressed in the unit of measure you chose for the detail.

Note that the weight UOM can be different from the order UOM.

This is the unit of measure in which you are ordering item quantities for this detail. (The unit of measure for the Quantity Ordered field.)

Note that the weight UOM can be different from the order UOM.

You can change the unit of measure by typing the name or choosing it from the Finder. You must specify a unit of measure that is assigned to the item record in Inventory Control.

Make sure the number of units you specify for the detail is expressed in the unit of measure you choose.

You can edit the unit cost or the extended cost for a detail.

The cost is copied from the original POs if you choose the Use PO Cost option; otherwise, the program uses the default item cost specified in the P/O Options form.

The program uses the unit weight from the original purchase orders. You can edit the unit weight or the extended weight.

Make sure that the weight you enter is for the selected weight unit of measure.

This field displays the unit of measure for the item weight.

You can choose any of the weight units of measure defined in Inventory Control.

Fill in the value field for any optional fields that appear. If a field is required, you cannot save the purchase order until you fill in the value (unless the program provides a default).

To add optional item fields that were not automatically inserted, use the Insert key to add a new line to the grid, and then use the Finder to add the optional field.

Optional fields must be assigned to the Purchase Order Entry form using the P/O Optional Fields form before you can add them to purchase orders.

When you select an optional field code, the program displays the description for the optional field.

The Value Set column shows whether a blank optional field currently has a value. (You cannot know just by looking at the field whether the field has a default value which is blank, or no value at all.)

The Value Set field will change from No to Yes if you make an entry in the Value field.

If the optional field is required, you cannot save the purchase order until you enter a value.

If the optional field you selected requires validation, you must select a value that is defined for the optional field in Common Services (unless the optional field allows blanks).

If you select a value, the description for the value you select will appear in the description column.

If you delete the value, the optional field will be deleted from the grid. If the field is required, you will have to reinsert it and enter a value before you can save the order.