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To access Purchase Order Entry, select Purchase Order Main menu > Purchase Order Entry.

To access Purchase Order Inquiry, select Purchase Order Main menu > Purchase Order Inquiry.

Note Purchase Order Inquiry fields can only be viewed.

Use Purchase Order Entry to enter information necessary for creating or maintaining purchase orders, blanket master orders, repeating orders, drop-ship orders, and material requisitions. Vendor information, including the vendor name, purchase address, 1099 information, sales tax information, and terms code, is retrieved automatically from the Vendor file to speed the data entry process. If a purchase order is being received or invoiced, it cannot be maintained.

You can also enter additional information if other modules are integrated with Purchase Order.

• If the Fixed Assets module is integrated with Purchase Order and you have the appropriate security setup, you can select an asset template to create assets in Sage Fixed Assets based on the purchase order items. The assets are created when the items are invoiced.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

• If the Inventory Management module is integrated with Purchase Order, item costs, tax class, and units of measure established in Inventory Management are accessed to provide automatic cost calculations for inventory line items. Shipping addresses and charges for non-inventory items, such as services, fees, and miscellaneous charges, are retrieved from the Purchase Order files.

• If the Job Cost module is integrated with Purchase Order, you can enter a job number, cost code, and cost type for every line item to be posted to a job. If the Job Cost module is integrated with Sales Order, the job number, cost code, and cost type information is automatically defaulted for drop-ship purchase orders that are based on sales orders if Purchase Order Only is selected in the Post Drop Ship Costs to Job Cost field in Sales Order Options.

• If the Work Order module is integrated with Purchase Order, you can enter work order distribution information for purchase orders that contain items that are costed against work orders. You can also enter a work order number, step number, and transaction type for every line item you want posted to a work order

When data is entered for a group of orders, you can print purchase orders. When goods and invoices are received, the information on the purchase order is retrieved and displayed automatically. You only need to enter the actual quantity received and/or invoiced for each item.

As the received goods and invoices are recorded, the purchase order is adjusted automatically. For example, items partially received are automatically placed on back order. When all items on an order have been received and invoiced, the purchase order is completed.

Before entering purchase orders, if you are currently using a manual purchase order system or a different computerized system, you must perform certain preliminary data entry procedures to make sure that your accounting records are in balance.

You can view the Purchase Order Entry window in normal or expanded view. The expanded view allows you to view more entries on the Lines tab. The Change View button is available only if your screen resolution is set to 1024 x 768 or higher.

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