How to Make a Purchase Order

2017-05-08 20:45


Purchase Order Station must be created before a Purchase Order can be made. A Purchase Order Receipt Station must be created to receive items from a Purchase Order.

Where is New Purchase Order Located?

  • Purchasing > Start a Task > New Purchase Order

Why and When a Purchase Order is Used

A purchase order is used when inventory that is requested on a sales order is not in stock and must be purchased, or if you need to bring materials into your inventory. Purchase Orders are usually used to buy Raw and Packed product and packing materials. This function enables you to purchase raw or packed product and create pallet tags to bring it into your inventory or to ship it directly to customers.

How to Create a Purchase Order

  1. Purchasing > Start a Task > New Purchase Order
  2. Click the dropdown to see a list of Purchase Order stations in the Purch Order Station field. New Purchase Order
  3. Depending on policies, some data will automatically fill.
  4. In the Pay to  field, use the dropdown menu to select a supplier.
    • Note: Only trading partners with the supplier checkbox selected in Company  > Find > Trading Partners will appear in the list.
  5. Depending on your supplier settings, other fields may auto-fill
  6. Fill in the Ship to field. Click the dropdown menu to select a supplier.
  7. Fill in the Ship on Date and Deliver By Date.
  8. A load must be selected to continue. Click the dropdown to select an existing load. If no load exists, left click the + button to open a Load screen.
  9. Once a load is selected, click Save.
  10. Add product to the Purchase Order. Double click in the large empty grid to add a product line. Click to select between Product and Addon in the Type column.
  11. To select a product, type the desired SKU under the SKU column OR click under the Item heading to open a dropdown selection menu. Type in the commodity and stage and press TAB to populate the dropdown list.
  12. Fill in the information as needed. Item, Quantity, and Price is recommended as a minimum. Use Column  Chooser to add or remove columns. 
  13. Click on the correct Product.
  14. Continue adding products as desired.
  15. Click the + symbol to see details about associated charges.
  16. Save your Purchased Order. It is now created and in Open status.
  17. Depending on permissions and if the tab is visible, you may also 
    • Click the Disbursement tab to review liabilities
    • Click the Administration tab to print and preview the Purchase Order documents

Troubleshooting & Tips

  • To reorganize the items on a PO, click to highlight a line item and the click the red up or down arrows.
  • In order to receive the product, you must make a How to Make a Purchase Order Receipt.
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