Purchase Orders Tutorial

Overview#

💡These tutorials explain how to create a Purchase Order, add lines from Sales Orders and Work Orders, copy a line, and receive and invoice the goods.

For every button, field and setting on the screen, see Purchase Orders.

How to Create a Purchase Order#

You can create a Purchase Order manually, or by copying another transaction:

• Manually: Navigate to Purchase Orders, click New (button) and select the Supplier.
• From a Sales Order: Open the Sales Order, click Actions (button) and select Copy to Purchase Order.
• From a Work Order: Open the Work Order, click Actions (button) and select Copy to Purchase Order.
  • Note: The supplier is not copied. Select the Supplier on the new Purchase Order (see What Is Copied).
• From the Inventory module: Navigate to Materials > Inventory, click Menu (button) and select View > Replenishment View. Select the items to be purchased, then click Actions > Create Purchase Order.

How to Add Sales Order (SO) Items#

1. Click S/Order to open the Sales Order lookup window.
2. By default, the Outstanding Items for the linked Sales Order appear (see the Out Qty field). Uncheck the Outstanding checkbox to see all the items on the selected Sales Order.
3. To select a different Sales Order, enter an SO No.. All the items linked to the selected Sales Order appear, and the outstanding quantities do not apply.
4. If the SO No. is blank, all the purchase items on the Active Sales Orders appear (where Resolve = Purchase).
5. Select the Status that the Sales Orders are changed to.
6. Select the items you want to add, and press Enter or click the Add button to add them to the Purchase Order.

How to Add Work Order (WO) Items#

1. Click W/Order to open the Work Order lookup window.
2. By default, the Outstanding Purchase Items for the linked Work Order appear (see the Out Qty field). Uncheck the Outstanding checkbox to see all the items on the selected Work Order. A Work Order's purchase items are services linked to a supplier and materials with Resolve set to Purchase.
3. To select a different Work Order, enter a WO No.. All the items on the selected Work Order that must be purchased appear, and the outstanding quantities do not apply.
4. If the WO No. is blank, all the purchase items on the Active Work Orders appear.
5. Select the Status that the Work Orders are changed to.
6. Select the items you want to add, and press Enter or click the Add button to add them to the Purchase Order.

How to Copy an Item#

You can copy a line on a Purchase Order instead of entering it again.

1. Open the Purchase Order.
2. Right-click the item in the items grid and select Copy Item.
3. The copy is added to the same Purchase Order and selected. Edit it as needed.

The copy includes:

• The description, code, specification and notes.
• The quantity, unit and weight.
• The unit cost, adjustments and totals, including the tax amounts.
• The links to the material, Account, asset, Work Order and Sales Order.

The copy does not include the received quantity or the received, issued and invoiced dates, so the copy is always a new line with nothing received yet.

How to Receive the Goods#

1. Open the Purchase Order.
2. Click Actions (button) and select Copy to Materials Movement (Receive).
3. Check the quantities and locations, and save the Materials Movement. Each line's Out Qty shows what is still to be received.

How to Invoice a Purchase Order#

When the supplier's invoice arrives, open the Purchase Order, click Actions (button) and select Copy to Supplier Invoice (see the Supplier Invoices Tutorial).