Tools On The PO

PROPERTIES

    Vendor

Review and edit Vendor name and address.  

Open the Vendor Inventory List.  

To Be Received: same

    Vendor Notes

Any existing notes for a vendor will be visible on the bottom panel.  Although these notes are not necessarily specific to the task at hand, they may be helpful as you are preparing the purchase order.

    Details

PO Number, Vendor Terms, Shipping, Expected Date, Confirmation Number

To Be Received: includes Invoice Number,  Arrived Date, Invoice Date

    PO History

Shows past purchase orders for the highlighted inventory item.

To Be Received: Not Available

    Ship To

You may designate a drop ship address for a customer or an alternate store address.  On the panel at the bottom of the screen, there is a button "Select Ship To [F12].  You will be prompted for Company or Customer address.

To Be Received: same, but not practical

    Note

Select Note from the Properties section on the left.  This is an extended, paragraph type note for the Purchase Order.  There can only be one PO Note per purchase order, but you may add to this note as needed.  Tip: press Shift-Enter to create separate lines.

To Be Received: same

    Serial Numbers

To Be Received: If products are serialized you can enter the serial numbers at the time of receiving the invoice.

CENTER BUTTONS

    Reposition Lines

If it will help you or your vendor, you may rearrange items on the list by highlighting an item and then clicking on the Position Up or Position Down buttons.

To Be Received: same, however a better tool is Sort PO which is described below.

Line Note

Press CTRL-N (or choose the Line Note button) while highlighting an inventory item.  Type the contents of the note.  This note is limited to the width of the Description field and is typically used for a short notation directly below an inventory item being purchased.  You may add multiple line notes until your message is complete.  Highlight the last note, press CTRL N and the line not will be added directly below the last note.

To Be Received:

Line Notes are retained on the PO when only part of the PO is received.

Rules:
---the note must be below the item
---if the item is being received, the note will be erased
---if the item is not being received, the note will remain

---if you add multiple line notes, one below another, then they will be erased or retained depending upon the action of the item above the note.

Discount

A "Dollars Off" value is added to the PO to reduce the overall charges on the PO.  If your vendor bills you at retail pricing, yet gives you a discount, you will have to calculate the total discount amount and enter it here.

NOTE: the amount entered here is recorded in the GL Journal as a Discount Earned.

Operation:  When a purchase order is received in part, the discount line will be removed and applied to the that instance.  When the remainder of the items are received, there will be no discounting.  When all purchase orders are considered, the grand total will show that the correct discount was applied to the original purchase total.

To Be Received: same

      Edit

Change the quantities, costs, and weight of the highlighted item.

To Be Received: same

      Delete

Removes the item from the PO.  You will be asked if you want the item placed in the Order List for later processing.

To Be Received: same

      Additional Charges

Most likely you will not know freight or tax charges at the time of placing the PO.  They can be entered at the time of receiving the PO or even amended later after the PO has been received.

Freight Invoiced: - vendor's shipping charges

Freight COD: - third party shipping charges or broker fees

Tax On Order:  (international use)

Tax On Freight:  (international use)

To Be Received: enter the amounts if known, otherwise they can be added through PO History.

ACTIONS

      Receive All [F9]

To Be Received: Automatically sets the Quantity Received of each item to equal the Quantity Ordered.  This is especially useful for large orders.  Tip: see below Sort PO

      Import

Used for direct scanning of products to add them to the Purchase Order.  (see Purchase Order Importer)

To Be Received: same

      Print

Print a preview or paper copy of the PO.  If you have a fax card as a printer option, you may choose to fax the document to the vendor.

To Be Received: same

      Void

Cancel the purchase order.

To Be Received: same

      InfoBar

A floating screen displays sales and stock status about the highlighted inventory item.  see InfoBar

To Be Received: same

      Print Labels

To Be Received: Sends the items on the purchase order to the label printer for pricing labels.  This can be done now or later on the PO Receive Summary

      Item Detail

Allows you to directly edit the highlighted inventory item.

To Be Received: same

      Sort PO

Allows you to sort the list alphabetically by Vendor SKU, Your SKU, or by Description.  This can make cross checking with paper work easier.

To Be Received: same