Create Purchase Order

Use the Create Purchase Order screen to create a purchase order for parts where there is not enough stock to fill the customer's demand.

The Create Purchase Order screen is accessed from the Parts Invoicing Details tab by hovering over the Purchase Order link and selecting Create from the pop-up menu. The Purchase Order link only appears when there is insufficient stock on hand to fill an order.

Fields on the Create Purchase Order screen are:

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.

The default order type is defined by the "Default Emergency Order Type" switch on the System Settings: Location screen.
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 changes to the customer's ship to address.

When selected, the order is automatically 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 becomes the customer's main ship to address and if additional ship to addresses exist for that customer, a Search icon appears to the right of the field.

Click 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.

Parts fields on the Create Purchase Order screen are:

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. The PRIC field cannot be configured via the Master Price Files configuration screen.

This code is only used by the vendor and can only be loaded to a part through a price tape.
Return Indicates whether 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.

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

The parts per package signifies how the system maintains 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, 100 is receipted rather than just 1.

This field is 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.

This field is 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.

This field is 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) appears to the right of the Cost field. The number that appears (F010102) shows that there is enough inventory in location 02 to fill the order for that part number only. The system looks at specific locations according to the Parts Store Priority screen.

Buttons on the Create Purchase Order screen are:

Button Description
Save Saves changes made on the Create Purchase Order screen.
Separate Order Separate orders are used to order parts from suppliers in circumstances where there is immediate demand for a part (e.g. a machine down order) or to transfer parts from another location. 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 are 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.

Security: 823 - Product Support - Parts Invoicing

Revision: 2026.01