Creating a New Purchase Order

When creating a new purchase order, you will see the following fields:

Receiving Loct: If you are using Inventory Control and have set up your Inventory Control company to use multiple locations, enter or select the location where you want to receive this order, or accept the default by pressing Enter. The ship-to address defaults to the receiving location address.

After you select a vendor and receiving location, you must verify the terms for the purchase order. Most of this information is copied from the vendor file. You can accept the default values, or enter something different by simply typing over them.

Address: Enter the vendor remit to address or select a vendor remit to code from the picklist.

Ship To: The default ship-to address is the address of your company's receiving location, or, if Inventory Control is set up to use multiple locations, the receiving location address you specified for this purchase order. If you want a purchase order shipment to go to an address other than the default, choose one of the following options: Customer, Vendor, or Other.

• Choose Customer, then enter or select a customer ID to ship this purchase order to. That customer's address appears in the ship to address fields.

• Choose Vendor, then enter or select a vendor ID to ship this purchase order to. You can use this feature to ship a return purchase order, or to ship directly from vendor to vendor. For example, if one vendor provides a certain portion of an item, and another vendor then provides something else for that item, you can select the second vendor's address for the initial item to be shipped to.

• Choose Other to edit the address fields directly, if the item is to be shipped to a location other than one in your vendor file or your customer file.
  

Buyer: This is the two-character code signifying the representative from your company making the purchase. There is a System Manager rule available to validate this field.

Ship Via: Enter the method by which the order is to be shipped.

FOB: (Free on Board) Enter the location up to which the vendor will be responsible for shipping charges. Any shipping charges past that location are your responsibility.

Freight: Enter any additional information about the shipping method, or leave blank.

Confirm to: Enter the name of the person who is responsible for filling this purchase order, or leave blank.

Comment: This is an information field maintained by the program to indicate whether or not a comment was entered for this purchase order. It displays an "N" until you enter a comment, and then displays a "Y". You can enter a comment at any time by selecting Comment.

Remarks: Enter any remarks relating to this purchase order.

Req Date: Enter the date on which you're requesting delivery of the items on this purchase order. The default is the current system date.

Terms Description: The Terms Description, and related values in the Payment Discount, Discount Days, and Net Due Days fields are copied from the terms in the vendor record. You can select another Terms Description, and the related fields are updated accordingly.

Payment Discount: This field shows the percent discount that you receive from this vendor for paying within a certain number of days, based on the Terms Description.

Discount Days: Displays the number of days in which you must pay the vendor in order to receive the payment discount, as determined by the Terms Description.

Net Due Days: Displays the total number of days in which you must pay invoices to the vendor, as determined by the Terms Description.

When you complete the purchase order header information, you see the following command buttons at the top of the dialog box:

Select

• Line Items to enter line items for this payable.
  
• Copy From to copy an existing order.
  
• Comment to add comments to the purchase order.