Adding Purchase Orders
The following steps will explain in detail how to add a new Purchase Order.
You may already be in the General tab of the Purchase Orders form with the background vendor data you want present. If so, go to step number "2." If you are in the Purchase Orders form and do not have the vendor data you would like present on this form, or, are at the Main Menu, begin with step number "1." below.
1.If you are in the Purchase Orders form and do not have the vendor data you would like present on this form, click the New button to clear the form so you may enter a new record. You will now be brought to the New Purchase Order search form that will be labeled, "Find the Vendor for this Purchase Order."
If you are in the Main Menu, click on Purchases, then the topic New Purchase Order. You will now be brought to the Create New Purchase Order search form that will be labeled, "Find the Vendor for this Purchase Order." Click on the next words, Create New Purchase Order for help on how to use the New Purchase Order form.
2.You will notice many of the fields on the General tab of the Purchase Order form like Ship From and Ship To will fill in with data based on that Vendor. This can really help speed up data entry and is good reason why you should spend the time to enter data in key fields of the Vendor form like Name, Sales Tax ID's, Ship Via, Terms and Currency. Review and adjust the fields as necessary, pressing the TAB or ENTER key to move your cursor to the each field.
3.Next, click on the Purchase Order Items Tab of the Purchase Orders form. Complete the filling in of the Item No, Qty, and other fields and reviewing the other fields to ensure they are appropriate for the particular order. This form has sub forms that you will need to review/add to as well. Note that the form automatically draws in the information you have entered previously. You may click on the following link, Purchase Order Items Tab, for additional information on the Purchase Order Items tab.
4.Here are some of the options you now have:
You may click on the Process button which will enable you to convert the Purchase Order at which time VisionCore will update your General Ledger with the data from the selected Purchase Orders form. See: Processing Purchase Orders.
You may click on the Close button and process the purchase order later.
You may print the Purchase Order.
Description of General tab in the Purchase Order form
1.The Purchase Order Number field will be automatically filled in with a unique number based on the starting number that is assigned in the Starting Numbers form. This number is used as a reference for you and VisionCore to help find this transaction later if necessary. It can be manually changed on this form as long as it does not duplicate a previous Purchase Order Number.
2.In the Vendor ID field you have the choice of either selecting an existing Vendor ID from the combo box or entering a new Vendor ID in the combo box. If you choose to enter a new Vendor ID press the 'Enter' key after you type the new Vendor ID and a message will appear asking if you want to enter the new Vendor ID. If you select 'Yes' the Vendor form will open where you will be able to enter a new vendor. See: Adding Vendors. In most cases, however, you will already have selected the Vendor, and therefore the Vendor ID, from the Find form.
3.The Transaction Type field is used to select the type of transaction. In this case, make sure Purchase Order is selected.
4.The Date field will automatically be filled in with today's date. This can be changed to whatever date the items were ordered from the vendor. Click the drop down button next to this field to open the miniature calendar form where you can graphically enter the date.
5.The A/P Account will be filled in automatically with the Accounts Payable ID setup in the Security form > Default Accounts tab. This is the Account Payable account that will be affected when you Post this transaction. You can change it by selecting a different account from the combo box if you need to.
6.The Currency field is used to assign a default currency for each purchase order. Normally, this will automatically fill in with your default Currency ID setup for the selected vendor in the Vendor form. You can override the Currency after it fills in if you need to. If the currency you want to use is not in the list you will have to add it to the Currency Exchange Rate form. You will notice that if you use a different currency other than the default currency set in the Company Preferences form, the Total fields will display a different background color as to what is setup in Company Preferences form.
7.The Order Status field is used to select the status of the order. Your choices are: Open (you have not received any of the Items), Partial (you have received some of the Items), Received or Complete (you have received all of the items) the type of transaction. Since we are entering the Purchase Order, you will most likely want to select the Open status.
8.The Ship From area will display all the details of the selected vendor. You can click the Ellipse button next to this section to open the Purchase Ship From Information form where you can change this location.
9.The Ship To area will display all your default company information that is entered in the Company Setup form. You can click the Ellipse button next to this section to open the Company Ship To Information form where you can change this location.
10.The Drop Ship button in the Ship To area when clicked will open the Select the Customer to Drop Ship find form where you can select the customer the order is to be dropped ship. Selecting a customer on the Select the Customer to Drop Ship find form will populate the customer's ship to information into the Ship To area. If the customer selected has more than one ship to location, the Drop Ship form will open and give you the choice to select one from the Ship To list. To select a ship to location, click on the ellipse button to the left of the ship to line item and that ship to information will be populated into the Ship To area.
11.The Expected Date field is used to enter the date you expect to receive the items. This date will not be filled in automatically unless you tab through it or click on it using the mouse. Then, today's date will be automatically entered.
12.The Reference field is an extra field you can use to help reference this purchase order. You can enter any kind of information into this field.
13.The Ship Via field will fill in with the default ship via setup for the selected vendor. This field is used to assign a shipping method for the purchase order. If there is not a shipping method you want to use in the combo box click the Ellipse button next to the field to open the Ship Via form where you can add or edit the shipping methods.
14.The Terms field will fill in with the default terms setup for the selected vendor. This field is used to enter the payment terms for the purchase order, which details how you pay that vendor for the merchandise. If the Terms you receive are not in the combo box click the Ellipse button next to the field to open the Terms form where you can add or edit the terms. Terms are directly connected to the payables and will determine what discounts or interest you may receive.
15.The Invoice Number field is used to track the vendors invoice number if you want. This gives you another way to search for this transaction at a later date.
16.The Sales Rep field will fill in with the default contact name entered for the selected vendor. You can change this field to any name you want.
17.The Ordered By combo box field can be used to enter the Employee ID of the employee who placed the order.
18.The FOB (Free On Board) field is used to enter/review the site from which you usually ship your invoiced products. In traditional accounting terms, FOB is an acronym for "free on board" and refers to the terms between the buyer and seller regarding the transportation costs and the moment at which the buyer assumes ownership of an item.
19.At the bottom right of the form the Subtotal field will display the total before sales tax of all the line items entered in the Line Item Detail.
20.The Freight field can be used to enter shipping costs for the transaction. The combo box field to the right of this field is the Tax field where you can enter different methods of charging tax for the Freight field.
21.The Tax fields will display the calculated tax for the Tax Code fields.
22.The Total Amount field will display the total of the transaction, which you owe the vendor. This field adds the Subtotal, Freight, and Tax fields together to come up with the total amount. This is the amount that will be entered to the Accounts Payable account in the General Ledger when you post this transaction. You will also see this amount in the Payables form for this vendor.
Related Topics
Summary Grid Footer for Purchase Order and Purchase Receipt