Purchased Finished Items

You will see the following fields:

Item: Enter or select the inventory item code of the item you want to add to this purchase order.

The program checks to make sure the current vendor is an assigned supplier for the item. If the vendor for this purchase order is not a supplier for the item, you see this prompt:

Select

List to see a list of all items supplied by this vendor.
Add to add this vendor as a supplier for this item.
Reenter to enter another item code.

If the current vendor is an assigned supplier of this item or if you have added the vendor as an assigned supplier, you can enter information in the following fields or accept their default entries.

Description: Displays a description of the selected item. The program supplies the description from the inventory file when you select the item code. You can also select an item by entering its description in this field.

Vendor P/N: Displays the vendor's part number for this item. If the vendor has several part numbers for this item application, you can click the picklist button to select the correct part to order.

Order Qty: Enter the number of units of this item that you are ordering. If you use a purchase unit of measure you created in Inventory Control, be sure the order quantity does not duplicate the unit of measure factor.

Unit Cost: Enter the unit cost for this item based on the purchase unit of measure, below. The program will calculate your own stock unit cost by dividing the purchase unit cost by the purchase unit of measure factor. For example, if you order one case containing 10 units, and enter a purchase unit cost of $100.00, when you receive the purchase order the program will record the stock unit cost as $10.00 ($100/10).

U/M: Displays the unit of measure by which you purchase this inventory item. The default is the item's purchasing unit of measure in the inventory file. For example, you might purchase this item using a custom unit of measure called "CASE24" which represents a case of 24 units.

The following fields are automatically filled in with the information that was entered when the item was created: Box Style, Board, Test, Test, Adder 1, Adder 2, Length, Width, and Depth. (You can override the information in these fields if necessary.)

Req Date: Enter the date that you are requesting the item be delivered. The default is the current system date.

Factory Order #:

Disc %: Enter or accept the discount percentage you are receiving on this item. The value shown is copied from the Item Supplier record, but you can override it for each item if necessary.

Taxable: The value in this field is automatically "N" if Tax % in the header equals zero or if the item is designated as non-taxable in the inventory file.

Stock Loc: If you are going to stock the item at a location other than the one specified in the order header, enter that location code here. You can enter multiple line items for the same item on a purchase order, and assign each line to a different stock location.

Item Acct: Enter the general ledger inventory account you use to track the on-hand value of this item. The default account is the Item Control account from the Item at Location record.

Note: Enter Y in this field to add a note to the vendor about this line item. Notes are printed on the purchase order.

Memo: Enter Y in this field to add an internal message regarding this line item. Memos will not be printed on the purchase order.

When you finish entering the line item information, select Save. Once you select Save the line item you just entered appears in the list at the bottom of the order window, and a new line item entry window appears.

You can either select another item or choose one of these options:

Select

Edit to change a line item you already entered.
Delete to delete a line item you already entered. (Select the item you want to delete and press Enter).
Header to return to the purchase order header window.
Comment to enter comments about this purchase order.
Save to save this purchase order.
Cancel to quit without saving this purchase order and return to the Enter Purchase Orders dialog box. Any new vendors or items that you added while creating the purchase order will be saved.

When you finish entering all the line items for the order, select Save. At this point, the program either assigns a purchase order number automatically, or asks you to enter one if you did not choose the Autonumber setting. If you enter your own purchase order number, you can use any number you like, as long as it hasn't already been used on another unreceived purchase order, or on any order created during the current period. Do not include spaces, hyphens, periods, or leading zeros in the purchase order numbers. The default number is the next one in the sequence that you last used. After a purchase order number is assigned, you will return to the header, where you can enter another vendor for a new purchase order.

As you add each line item, the values change in the following fields at the top of the header window:

Subtotal: Displays the dollar amount of the items that you're ordering before tax.

Tax: Displays the total amount of tax incurred on these items.

Total: Displays the total dollar amount of the items plus tax.