Create Purchase Order

Data Source: Not Applicable

The Create Purchase Order screen can be accessed from the Parts Invoicing Details tab by moving the cursor over the Purchase Order link and selecting Create from the pop-up menu.

The Create Purchase Order screen allows the user to create a purchase order for parts where there isn't enough stock to fill the customer's demand.

The following is a description of the fields that appear on the Create Purchase Order screen:

Field Description
PO Number The purchase order number assigned to this transaction.
Vendor The vendor requesting the parts purchase order.
Due Date The date the part is to arrive.
Type

The type of purchase order.

Note:  The default order type is defined by the "Default Emergency Order Type" switch in the legacy system table CMBR5.
Ship Direct

Select this checkbox to send the order directly to the customer purchasing the parts from your store. When you click Save, the address in the Ship to field will then change to the customer's ship to address.

Note:  When selected, the order will automatically be received into inventory.
Ship Via The carrier used to ship the part.
Ship to

The address the part should be shipped to by the vendor, usually your default location address. If Ship Direct has been selected, the Ship to address will become the customer's main ship to address and if additional ship to addresses exist for that customer, a Search icon will appear to the right of the field.

Click on the Import Customer Ship to/Sold to link to automatically import the customer's ship to/sold to address without activating an automatic receipt of the order.

The following is a description of the fields that appear on the Create Purchase Order screen:

Parts
Field Description
Line The location of the invoice on the purchase order which includes the corresponding part.
Quantity

The number of parts needed to fulfill the parts ordered on this purchase order.
Part Number The number of the part that is on order.
Description A brief description of the part.
Source The source of supply for the part.
Class The class code for the part.
Type The dealer defined purchase order type code which defines the purchase order within the dealership.
Inventory Stocking Code

The part's inventory stocking code, which is driven by the value in the PRIC field of the PARTPRC table.

Note:  This code is only used by the vendor and can only be loaded to a part through a price tape.
Return Indicates whether or not the part is returnable.
OFC

The Order Formula Code (OFC) for this part. This code determines the method to be used in computing the order quantity for a part.

Note:  For more information regarding OFCs, see the Order Formula Codes Summary.
Parts Per Package

The parts per package signifies how the system will maintain inventory on this part (e.g. consider a part number for a 100 foot roll of hydraulic hose). By ordering 1 of that part number, 1 roll of hose (100 feet) is received. The hose is sold by the foot so when the part is receipted, we want to receipt 100 rather than just 1.

Note:  This field will be reverse highlighted if the quantity being ordered is not a multiple of the Parts Per Package quantity.
Package Quantity

The minimum package quantity that the supplier sells the part in. If the supplier sells the part in quantities of 10, then the minimum quantity that can be ordered is 10.

Note:  This field will be reverse highlighted if you are using an alternate supplier and the alternate supplier's package quantity does not match the package quantity from the part's profile.

Note:  This field will be reverse highlighted if the quantity being ordered is not a multiple of the Package Quantity.
Cost

The net cost of the part.
If there is enough stock to fill the demands of the part number on the part order in another store location a number (F010102) will appear to the right of the Cost field. The number that appears (F010102) shows that there is enough inventory in branch 02 to fill the order for that part number only. The system will look at specific locations according to the Parts Store Priority screen.

The following buttons allow you to complete your work on the Create Purchase Order screen:

Button Function
Save Saves changes made on the Create Purchase Order screen.
Separate Order Separate orders are used to order parts from suppliers in those circumstances where there is immediate demand for a part (e.g. a machine down order) or to transfer parts from another branch. Clicking the Separate Order button causes an order to be created immediately and the Vendor Parts Order screen to open.
Group Order Group orders are used to order parts from suppliers which will be grouped together with other parts ordered for the same vendor and type. Clicking the Group Order button places parts on this purchase order into an order file for the supplying vendor until it is time to order the parts from the vendor.
Stock Order Order the parts on a future stock order.
Availability Opens the Parts Availability screen.
Close Closes the Create Purchase Order screen without saving and returns to the Parts Invoicing Details screen.