Section 5: Main Modules > Purchase Orders

Browsing Purchase Orders

See Browsing Tables for basic instructions on browsing purchase orders.

Each browse column is discussed in the following table. Unless otherwise specified, the filter field for searching each column may be any text phrase (see Filtering or Searching Data by Column (Field Filters)).

Purchase Orders - Browse Columns

Column

Description

Location

The business location ID of the number series range to which this customer account number belongs (see Business Location - Number Ranges Tab). The field filter may be any text phrase, or select one of the business location IDs from the dropdown. This column is available only when multiple business locations have been configured.

Purchase Order Number

Customer account number. The field filter may be a number up to 7 digits. This column may be renamed with a custom caption (see Custom Captions).

Purchase Order Date

 

Vendor Number

Customer account number. The field filter may be a number up to 7 digits. This column may be renamed with a custom caption (see Custom Captions).

Vendor Name

Customer name. This column may be renamed with a custom caption (see Custom Captions).

Vendor Account

 

Reference 1

Default reference 1 for this purchase order. This column may be renamed with a custom caption (see Custom Captions), and is available only for licensed users of version 2.6 and higher.

Reference 2

Default reference 1 for this purchase order. This column may be renamed with a custom caption (see Custom Captions), and is available only for licensed users of version 2.6 and higher.

Contact Name

Contact name for this vendor. This column is available only for licensed users of version 2.6 and higher.

Business Phone

Business phone number for this vendor. This column is available only for licensed users of version 2.6 and higher.

Toll-Free Phone

Toll-free phone number for this vendor. This column is available only for licensed users of version 2.6 and higher.

Status

Green for open, yellow for closed, orange for backordered, gray for return

Adding a New Purchase Order

To add a new purchase order, click the  button on the toolbar or press the Shift+Ins key combination. Optionally, click the New button in the browse window or select New from the File menu or the context menu (see Context Menus), and then select Purchase Order from the submenu. See Adding Records for information on adding records in browse windows, and Editing Purchase Orders for individual field descriptions.

- adding a new purchase order from a vendor

Adding a New Purchase Return

To add a new purchase return, click the New button in the browse window or select New from the File menu or the context menu (see Context Menus), and then select Purchase Return from the submenu. See Adding Records for information on adding records in browse windows, and Editing Purchase Orders for individual field descriptions.

- adding a new purchase return from a vendor

Viewing a Purchase Order or Purchase Return

To view a purchase order or purchase return, select the record in the browse and then either click the  button on the toolbar, click the View button, select View Purchase Order or View Purchase Return from the File menu or the context menu (see Context Menus), or press the Enter key. See Viewing Records for further instructions on editing records in browse windows, and Editing Purchase Orders for individual field descriptions.

Editing a Purchase Order or Purchase Return

To edit a purchase order or purchase return, select the record in the browse and then either click the  button on the toolbar, click the Edit button, select Edit Purchase Order or Edit Purchase Return from the File menu or the context menu (see Context Menus), or press the Enter key. See Editing Records for further instructions on editing records in browse windows, and Editing Purchase Orders for individual field descriptions.

Receiving a Purchase Order

To receive a purchase order, select the record in the browse and then either click the Receive button, or select Receive Purchase Order from the File menu or the context menu (see Context Menus). You will be prompted with the question: Do you want to Fully or Partially receive the selected Purchase Order? Click the Fully button to automatically receive all ordered parts on the purchase order that have not yet been received. Click the Partially button to open the purchase order for editing so that individual parts can be received, and actual part prices can optionally be individually updated. See Editing Records for further instructions on editing records in browse windows, and Editing Purchase Orders for individual field descriptions.

Cancelling a Purchase Order

Coming soon…

 

Deleting a Purchase Order or Purchase Return

To delete a purchase order or purchase return, select the record in the browse and then either click the  button on the toolbar, select Delete Purchase Order or Delete Purchase Return from the File menu or the context menu (see Context Menus), or press the Shift+Del key combination. See Deleting Records for further instructions on deleting records in browse windows.

- QuickBooks export and inventory affected

Purchase Order Group Filters

A number of preprogrammed group filters allow for quick selection of specific purchase order record sets. See Group for basic instructions on using group filters. The following table lists the various purchase order group filters.

Purchase Order Group Filters

Filter Name

Condition

All Locations

Includes all purchase order and purchase return records.

Current Location Only

Includes purchase order and purchase return records with a purchase order number or purchase return number that is within one of the number ranges assigned to the business location of the currently logged in user (see Business Locations).

All Purchase Records

Includes all purchase order and purchase return records.

All Purchase Orders

Includes all purchase order records (not purchase return records).

Open Purchase Orders

Includes purchase order records with an Open status.

Purchase Orders Awaiting Receipt

Includes purchase order records with an Ordered or Backordered status.

Backordered Purchase Orders

Includes purchase order records with a Backordered status.

Received Purchase Orders

Includes purchase order records with a Received status.

Purchase Returns

Includes all purchase return records.

More:

Editing Purchase Orders