Create a New Purchase Order

Sage ERP Accpac Purchase Orders 6.0

Create a New Purchase Order

Overview

You can use the Copy Purchase Orders form to create a new PO by copying the details from one or more existing purchase orders to a new order.

You can also automatically create new POs from purchase requisitions, from Inventory Control reorder quantities, and from sales orders in the Order Entry module.

Non-existent vendor records. You can enter a purchase order for a vendor who is not in Accounts Payable, but you must add the vendor before you post an invoice, credit note, or debit note for that vendor in Accounts Payable.

One-time vendors. If you frequently make one-time cash purchases, create a record for one-time vendors in Accounts Payable.

Before entering purchase orders

  • If you require requisitions for purchase orders, add the requisitions first using the Requisition Entry form.

  • Make sure you have full information for each purchase order, including vendor number, purchase order number (if you enter your own document numbers), requisition number (if required), your company's shipping and billing locations or addresses for the purchase order, arrival date and type of purchase order, and the vendor's address, contact, phone numbers, tax group, and terms code.

  • For each item on the order, find out the item number, unit of measure, quantity to order, and location (if you use Inventory Control). For items for which no record exists in your system, you also must have turned on the Allow Non-inventory Items option and know the general ledger expense account for each detail.

  • For each drop-shipment, find out the address and customer number or inventory location (if applicable, and you have Inventory Control) for the shipment.

  • If you use multicurrency accounting, find out the rate type, rate date, and exchange rate to use for each purchase order.

  • If the purchase order is job-related, get (for each item detail) the contract, project, category, resource (if applicable), billing type and rate, and A/R item number.

To create a new purchase order:

  1. Open Purchase Orders > P/O Transactions > Purchase Order Entry.

Click here for help on Purchase Order Entry fields.

  1. Press the Tab key to accept *** NEW *** as the purchase order number (in the PO Number field).

Purchase Orders will assign a purchase order number when you post the PO.

If you do not want Purchase Orders to assign the number automatically, you can type the new number yourself, and then press the Tab key.

  1. Type the Vendor number or select it from the Finder.

You can also click:

The New button to add a new vendor record in Accounts Payable.

The Zoom button to check address and contact information.

To change the tax code, click the Taxes tab, and then return to the Order tab.

  1. Choose a template if your company uses templates to fill in default field entries.

  2. Click the Zoom button () to choose one or more requisitions from which you are issuing the purchase order.

Skip this field if you are creating a purchase order without referencing a requisition.

If you are choosing a requisition:When the requisition form appears, click the Finder to display requisition numbers for the selected vendor. You may have to press the Insert key first if adding a requisition to an existing purchase order.

You can select a single requisition number. You can also select several requisition numbers to create a purchase order that includes details entered on the selected requisitions for the vendor and, if you wish, any detail lines that do not include a vendor number.

  1. Choose the Job Related option if you use the Project and Job Costing module and this PO is a job related PO.

If the purchase order is job-related, all items must be for particular contracts, projects and categories in Project and Job Costing. Posting the purchase order updates committed quantities and amounts for the jobs.

Also, you cannot add serialized items or items assigned to lots to job-related purchase orders. Instead, you must order them on a non-job-related PO, receive them into inventory, and then use the Material Usage form in Project and Job Costing to move them from inventory to jobs.

  1. Fill in the remaining fields at the top of the Purchase Order Entry form. If you want to change the vendor account set, you can only choose from account sets that use the vendor's currency.

  2. Tab into the detail entry grid (or click the grid) to start entering purchase order details. You may have to press the Insert key to start a new line.

  3. If this is a job-related PO, double-click the Contract field and enter the contract number, or click the Contract column heading to look up contract numbers.

You must also enter or choose the project and category to which you are allocating items.

  1. Double-click the Item Number field and enter an item number.

You can also click the Item Number column heading to look up item numbers. (Using the Finder.)

  1. Use the tab key to move through the columns on the form. Or, you can click the Item/Tax... button or press F9 to display an entry form for adding items.

  2. Some columns may not be displayed. Purchase Orders lets you hide columns and change the column order.

  3. The Location defaults from the Ship To Location field in the PO header fields.

  4. You must enter a Quantity Ordered.

  5. For information on other detail fields, see Purchase Order Entry fields.

  1. To add optional field information for the order, click the Optional Fields tab.

  2. To change currency exchange rates in a multicurrency system, click the Rates tab.

  3. To check the totals for the order, click the Totals tab.

  1. Click Post to post the purchase order.

Purchase Order Entry lets you print the purchase order after posting.

You can also print the purchase order separately, from the P/O Forms folder.

Related topics