Purchase Orders

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General

The Purchase Order module allows you to create, view, and edit purchase orders. Once goods are received, you can use the Receiving module to properly receive inventory into the system.


For information regarding outsourcing and outsourced purchase orders in LOCATE, continue here.

List View

Filters
Purchase orders can be sorted on Bid Number, PO Number, Vendor, PO Type, Status, Vendor SO Number, Next Delivery Date, and Last Modified by clicking the filter heading. You may filter for purchase orders that match specific criteria by typing a value in the text field or selecting an option from the drop-down list. Clicking the Clear Filters button will clear your search. Any filters that are applied in list view will carry over to the List Navigator in the Detail View.
Bulk Actions

Certain actions may be applied to multiple purchase order records at once, including:

To apply bulk actions, simply mark the check-boxes for the appropriate purchase orders, and select the action from the drop-down menu in the upper left corner. Any orders which do not meet the requirements for the action will be flagged with a triangle alert icon.

Quick Action
  • Issue Purchase Order - Changes the purchase order status to Issued and flags the items as ready to receive.
  • Unissue Purchase Order - Changes purchase order from issued to unissued status.
  • Clone Purchase Order - Creates a new purchase order with the same information as original purchase order.
  • Delete Purchase Orders - Remove the purchase order record from the list view and archive the record in LOCATE. This action cannot be undone from the list view.

Clicking on a specific purchase order number record takes you to the detail view of that purchase order.

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Purchase Order Detail View

The purchase order number will be the main sub-tab. Here, you may view the vendor, vendor contact, issue user, important dates, and line items associated with purchase order. To edit this information, you will need to navigate to the Details sub-tab. The badge at the top right of the module navigation bar will indicate what status the purchase order is in. See the Order Statuses page for more information on how statuses are used to manage purchase orders.

Vendor
  • The vendor name will be hyperlinked and default email and phone information will be listed beneath the vendor name.
Vendor Contact
  • The vendor contact name will be hyperlinked and the associated email and phone information will be listed beneath the vendor contact name.
Destination Site
  • Displays the address of your company site to which the goods will be shipped.
Dates and User
  • The created on date refers to when the purchase order was generated and saved.
  • The scheduled fulfillment date indicates when you can expect your purchase order to be fulfilled.
  • The issued on date is generated once a purchase order is issued
  • The issued by field will populate with the user that issued a purchase order.
Line Items
  • View the line type, status, part number, part name, scheduled fulfillment, delivery date, quantity, cost and line item total.
  • For more information on line items, please visit the Line Items main page.
  • Below the line items, you can also view the order total.

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Module Navigation Bar

Details

  • View and edit all order information for the purchase order.
  • The address box at the bottom of the page shows the remit to and shipping address for the order. At the bottom of the page resides the address information.
  • You can modify the addresses by clicking the Edit button.

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Notes

View and edit notes pertaining to the purchase order.

  • Notes are for internal use only and will not be displayed on order documents.
  • Entered notes may be filtered or sorted.
  • You may also modify a specific note by clicking the Edit or Delete button.
Enter a New Note
  1. Type the note in the text box with "Start typing note here..." prompt.
  2. Click Save Note.
  • There is no character limit, but special formatting is not supported.

Use the memo field on the Details sub-tab for special instructions that you would like to be visible to the customer.

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Docs

This sub-tab allow you to upload and download any pertinent documents you wish to associate with a purchase order. For example, a PDF copy of the original bid for reference. See our Documents page for instructions on how to upload and download documents in LOCATE.

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Operations

  • Any operations record linked to the current order will be displayed in this sub-tab. This will include receipts, reconcile documents, picks, packs, shipments, and pickups.
  • While a record cannot be created from this page, records are hyperlinked and allow you to quickly access that specific record in the appropriate module.

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Custom

  • Any custom fields pertaining to purchase order will reside in this tab. If a custom field is required, it will be necessary to fill out when creating a purchase order.
  • Click the following link to learn more about Custom Fields.

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Actions

  • Clone Purchase Order - Creates a new purchase order with the same information as the selected purchase order. Only the purchase order number and timestamp will differ.
  • Receive Purchase Order - Creates receipt and redirects the page to Receiving module.
  • Reconcile Purchase Order - Creates a reconcile record and redirects the page to the Reconcile module.
  • Issue Purchase Order - Issues the purchase order and items are now ready to receive.
  • Unissue Purchase Order - Changes purchase order to unissued status.
  • Create Return Order - Creates a return order which is linked to the original purchase order. This action will redirect you to the Return Orders Module.
  • Copy to Transfer Order - Create a transfer order with all of the information from the selected purchase order. For more information regarding transfer orders, continue here.
  • Send Email - Quickly send a purchase order without leaving the screen you are working on. For more information regarding email, continue here.
  • Audit - View the history of modifications made to the purchase order record, including the user who made the modification and when.
  • Delete Purchase Order - Removes the purchase order from the list view and archives the record in LOCATE. This action cannot be undone from the list detail view.
  • Close Short All Lines - This action will close short all lines on the purchase order which have been partially received. Any lines for which no quantity has been received will be voided. Any line items which have been fulfilled will remain fulfilled. The order status will change to Complete.
  • Void Purchase Order - This action will void all line items on the purchase order, making them ineligible for processing. Note that any associated picks, packs, or shipments must be voided or deleted as well.

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Create Purchase Order

Purchase orders can be created from the Sales Orders, Vendors and Purchase Orders modules. They are also created through the process of drop shipping sales order items. For more information about drop shipments, continue here.

From Sales Order Module

Purchase orders may be created for items listed on a sales order.

  1. Open the Sales module category and select Sales Orders.
  2. Navigate to the sales order from which you would like to create a purchase order.
  3. Open the Actions menu and select Create Purchase Order.
  4. Fields:
    • You may either click Select Short to automatically select the items which are currently short in your inventory, and automatically populate the quantity needed. OR,
    • Select the items manually:
      • Check-box - Select each of the items you would like to include on the purchase order.
      • Qty To Purchase - Enter the amount of the item you would like to buy from that vendor.
      • Vendor - If the item has a default vendor, it will automatically populate here.
  5. Click Create.

A purchase order will be created for each vendor and the purchase order number will be hyperlinked for quick access. Then you may proceed with issuing the purchase order.

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From Vendors Module

From the Vendors module, you may create a purchase order based on a specific vendor account. The vendor's information will automatically populate on the purchase order.

  1. Open the Purchasing module category and select Vendors.
  2. Navigate to the vendor for which you would like to create a purchase order.
  3. Click Actions and select Create Purchase Order, OR
  4. Click the Orders sub-tab.
  5. Click New Purchase Order.

You will be redirected to the Purchase Orders Module, where you may continue with creating and issuing the purchase order.

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From Purchase Orders Module

  1. Click New Purchase Order in the upper left corner of the Purchase Orders module.
  2. Fields
    • Vendor - Enter the name of the vendor and select the vendor from the drop-down list once it appears. Alternatively, you may leave the field blank to request prices from multiple vendors.
      • If the vendor name does not appear, you will need to create a new vendor. This may be quickly done by clicking the plus symbol to the left of the text box. For more information on creating vendor accounts, click here.
    • Vendor SO Number - The vendor SO number will be automatically generated if left blank. If a specific number needs to be used, enter the value here.
    • Vendor Contact - Enter the name of the contact and select the name from the drop down list once it appears. The vendor contact must be a contact associated with the vendor, and only one contact may be associated with an order. Once selected, the contact name will be copied to the shipping and billing attention field.
      • If the contact name does not appear, you will need to add the contact to the vendor account. This may be quickly done by clicking the plus symbol to the left of the text box. For more information on adding contacts to vendor accounts, click here.
    • Address - The default remit to and shipping addresses will automatically populate if a vendor is selected. Clicking into the address field will being up a list of additional addresses associated with the vendor, if you prefer to use one.
      • If the address is not associated with the account, information may be manually entered and saved to the vendor for future use. See the Addresses page for more information on how to enter addresses.
    • FOB Point - Enter the FOB point for the order and select the FOB point form the drop-down list once it appears.
      • If the FOB point does not appear from the drop-down list, you will need to add the FOB Point.
    • Payment Terms - If the vendor has a payment term associated to their account, this field will automatically populate when the vendor is selected. You may manually enter another payment method, if desired.
    • Shipping Terms - If the vendor has a default shipping term associated to their account, this field will automatically populate when the vendor is selected. You may manually enter another shipping term, if desired.
    • Scheduled Fulfillment Date - Enter the date that this order is scheduled to be fulfilled, or select the date from the popup calendar.
    • Carrier - If the vendor has a default carrier associated to their account, this field will automatically populate when the vendor is selected. You may manually enter a different carrier, if desired.
      • If the carrier does not appear in the drop-down list, you will need to add the carrier.
    • Carrier Service Level - If the vendor has a default carrier service level associated to their account, this field will automatically populate when the vendor is selected. You may manually enter a different service level, if desired.
  3. Click Save.

Now, you have created a purchase order in the unissued status. Next:

  1. Add the line items that you would like to purchase.
    • Add Line - Select the type of purchase order line you would like to add, the part number, quantity and cost and click Add Item.
      • Visit the Line Items page for a full tutorial on how to add, view, and edit line items.
    • Edit Details, add Notes, upload Docs, view related records, run Reports or add Custom Fields as you need.

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Issue/Unissue Purchase Order

If a purchase order is ready to be finalized and sent to a vendor, you will need to issue the purchase order.

Issue Purchase Order

  1. Navigate to Purchase Order module and locate purchase order to be issued.
    • Use filters and sort headers to search for purchase order.
  2. Use actions to issue purchase order
    • Actions > Issue Purchase Order
  3. Alternatively, you can click into the purchase order and issue the order.

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Unissue Purchase Order

  1. Navigate to Purchase Order module and locate purchase order to be unissued.
    • Use filters and sort headers to search for purchase order.
  2. Use actions to unissue purchase order
    • Actions > Unissue Purchase Order
  3. Alternatively, you can click into the purchase order and unissue the order.

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Auto Resupply (Formerly Auto Purchase Order)

Purchase orders and/or transfer orders may be automatically created for parts which fall below the reorder points set. This is known as the Auto-Resupply function.

Note that part-specific Unit of Measure conversions are applied on Resupply purchase orders.

Costing

The part cost that will be added to the purchase order is based on the following hierarchy:

  1. Vendor Part Pricing
    • Prices assigned to vendor parts in the Vendors Module via Manage > Parts. Click here for more information about vendor parts.
  2. Vendor Pricing Rules
    • Special pricing assigned to vendors based on certain parts or scenarios in the Pricing Rules Module. Click here for more information about pricing rules.
  3. Part Last Cost
    • Last purchase cost for the site in the Inventory Module > Costing sub-tab.
  4. Part Cost Field
    • The cost manually entered onto the part in the Parts Module. Click here for more information about parts.

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Merge Purchase Orders

Purchase orders may be merged into a single order if they meet the following requirements:

  1. Standard type purchase order.
  2. The vendor must be the same for all orders being merged.
  3. Order status must be Unissued.
  4. Order may not be Deleted.

To Merge Orders

  1. Navigate to the list view in the Purchase Orders Module.
  2. Use the header filters and sorting to find the orders you would like to merge.
  3. Mark the check-boxes next to each order.
  4. Open the multi-select drop-down menu in the upper left corner and select Merge Purchase Orders.
  5. In the pop-up window, mark the check-box for the order which should be the parent (or primary) order.
    • The parent order dictates the order number and associated details which remain after the merge.
  6. Click Merge.

You will be redirected to the detail view of the parent purchase order.

Close Short Purchase Order

If a line item on a purchase order was only partially fulfilled, and you are not expecting the remaining quantity to be received, you will want to close the purchase order line short. Note, if no portion of the line item has been fulfilled, you will need to void the whole line item. For information on voiding line items in LOCATE, continue here.

  1. Navigate to the Purchase Order module and find the order for which you need to close short an item.
  2. On the line item, click the drop-down arrow on the right next to Edit, and select Close Short.
  3. When prompted, enter a reason for closing short.
  4. Click Save.

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Clone Purchase Order

Cloning a purchase order maps all the details of the original purchase order to a new purchase order. Values that will not be the same include: purchase order number, timestamps, and documents. A purchase order in any status can be cloned. The new purchase order will be set to the unissued status. Use this feature for frequent orders of the same item from the same vendor.

  1. Navigate to Purchase Orders module and locate purchase order to be cloned.
    • Use filters and sort headers to search for purchase order.
  2. Use actions to clone purchase order.
    • Actions > Clone Purchase Order
  3. Alternatively, you can click into the specific purchase order and use actions to clone the purchase order as well.

Exercise caution with this feature as vendor SO numbers, estimated delivery date, pricing, notes, etc. will be copied to the new purchase order.

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Delete Purchase Order

Purchase orders may be deleted from the list view under the Quick Actions Menu, or:

  1. Navigate to the purchase order you would like to delete.
  2. Click Actions, and select Delete Purchase Order.
  3. When prompted, click Yes.

Purchase orders that have been issued may not be deleted.

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