Purchase Order General
Use the Purchase Order General tab to add additional information regarding a new purchase order or to edit information on a preexisting purchase order.
To open the Purchase Order General tab, hover over a PO Number on the Purchase Orders screen and select Edit from the pop-up menu.
-or-
Click the Click here to add a purchase order link.
The Information fields on the Purchase Order General tab are:
The fields in the Vendor section of the Purchase Order General tab are:
| Vendor | |
|---|---|
| Field | Description |
| Vendor Name | The name of the vendor you are ordering items from. |
| Vendor Number | The vendor number. |
| Address Line 1, 2, 3 | Three lines designated for the vendor's address. |
| Zip/Postal Code |
The vendor's zip/postal code. |
The fields in the Vendor Contact section of the Purchase Order General tab are:
| Vendor Contact | |
|---|---|
| Field | Description |
| Name | The vendor contact's name. |
| Phone Number | The vendor contact's phone number. |
| Fax Number | The vendor contact's fax number. |
| The vendor contact's e-mail address. | |
| Dealer | The vendor contact's dealer number. |
The fields in the Purchase Order Summary section of the Purchase Order General tab are:
| Purchase Order Summary | |
|---|---|
| Field | Description |
| Created | The date the purchase order was created and the name of the user who created the purchase order. |
| Modified | The date the purchase order was modified and the name of the user who modified the purchase order. |
| Takeover | The date the purchase order was taken over and the name of the user who took over the purchase order. |
| Authorized | The date the purchase order was authorized and the name of the user who authorized the purchase order. |
| Ordered | The date the purchase order was ordered and the name of the user responsible for the order. |
| Closed |
The date the purchase order was completed.
|
| Items Total | The total price of the items on the purchase order. Price multiplied by quantity. |
| Freight Charge | The freight charges added to the items total either estimated or actual. |
| PO Total | The purchase order total (Items Total + Freight Charge). |
| Work Order |
The work order associated with this purchase order. This field is only available with Miscellaneous type Purchase Orders. |
The fields in the Buyer section of the Purchase Order General tab are:
| Buyer | |
|---|---|
| Field | Description |
| Customer |
The number of the customer on the purchase order. Once the customer's number has been entered the system automatically updates the following fields with the appropriate customer information from the Location Settings screen (if available). You can edit these fields if required. |
| Name | The customer's name. |
| Address 1, 2, 3 | Three lines designated for the customer's address. |
| Zip/Postal Code | The customer's zip/postal code. |
| Phone Number | The customer's phone number. |
| Fax Number | The customer's fax number. |
| The customer's e-mail address. | |
Click on the Receipt History link to open the Receipt History screen.
Use these buttons to complete your work on the Purchase Order General tab:
| Button | Function |
|---|---|
| Save | Saves changes made on the Purchase Order General tab. |
| Close | Closes the Purchase Order General tab without saving and returns to the Purchase Orders screen. |
| Take Over PO | Allow the user to take over a purchase orders previously created by another user. |
| Order |
Changes the status of the purchase order to On Order. |
| Submit for Authorization | Submits the PO for authorization. |
| Cancel | Cancels the purchase order changing the purchase order status to Canceled. |
| Authorize | Authorizes the purchase order putting the PO on order. |
| Rejected | Rejects a purchase order changing the purchase order status to Rejected. |
| Remove Authorization |
Removes the purchase order status on purchase orders with waiting for authorization status, back to PO Requested status. Resets the status of a purchase order with authorized status, back to Waiting for Authorization status. |
| Receipt | Completes the purchase order by receiving the purchase order. After receiving a purchase order the status changes to Completed if there are no backorders. |
The buttons for the various PO statuses are:
| PO Status | Button | Appears if |
|---|---|---|
| PO Requested | Order | The user created the purchase order and can authorize the purchase order. |
| Submit for Authorization | The user created the purchase order but cannot authorized or reject the purchase order. | |
| Cancel | The user created the purchase order. | |
| Waiting for Authorization | Authorize | The user can authorize or reject a purchase order but cannot order or did not create the purchase order. |
| Ordered | The user can authorize, reject, or order a purchase order but did not create the purchase order. | |
| Reject | The user can authorize or reject the purchase order but did not create the purchase order. | |
| Remove Authorization | The user created the purchase order. | |
| Cancel | The user created the purchase order. | |
| Authorized | Remove Authorization | The user can authorize or reject a purchase order but did not create the purchase order. |
| Ordered | The user created the purchase order. | |
| Cancel | The user created the purchase order. | |
| On Order | Receipt | Must be authorized. |
| Cancel | The user created the purchase order. | |
| Reject | The user did not create the purchase order. | |
| Back Ordered | Receipt |
Must be authorized. Back Ordered units are set if you have multiple units on order and not all units are receipted. If the dealer selects Cancel a Back Ordered indicator on the PO will only show one line to be receipted. There is no button to change to a Back Ordered status since it does this automatically if the PO is not receipted on all POs at the same time. |
| Rejected | Cancel | The user created the purchase order. |