Purchase Order Entry / Purchase Order Inquiry Home | FAQs & Troubleshooting

 

Window Details
	Navigation
	Overview
	Fields

 

How Do I...
	Enter a Purchase Order		Enter Drop-Ship Orders
	Process Master or Repeating Orders		Add a New Inventory or Alias Item
	Enter Material Requisitions		Delete Old Purchase Orders
	Add a New Vendor		Enter an Extended Item Description
	Add a New Terms Code		Look Up an Item by Alias Number
	Process Deposits Paid to Vendors		Add a New Miscellaneous, Charge, or Comment Item Code On the Fly
	Record Deposits on Purchase Orders		Refresh Asset Templates
	Copy Purchase Order Information

 

Related Topics
	Grids		Entering Master or Repeating Orders
	Reorder Data		Defining the Hierarchy of Costs
	Purchase Order FAQs		Creating Assets from the Accounts Payable and Purchase Order Modules

 

Navigation

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.

Overview

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.

Fields

 

Order Number
1. Header
Order Date	Purchase Address
Order Type	Ship-To Address
Master/Repeat PO / From Sales Order / Repeating PO	Terms Code
Vendor No.	Ship Via
Requested By	FOB
Department	Warehouse
Customer No.	Confirm To
Last PO No.	E-mail
Last PO Date	Telephone
Order Status	Ext
Required Date / Expire Date	Fax
1099 Form	Batch Fax
1099 Box	Comment
Schedule	On Hold
Use Tax	Print Order
2. Address
Vendor No./Requested By Location (Purchase Address) Name (Purchase Address) Country (Purchase Address) Address (Purchase Address) ZIP Code (Purchase Address) City (Purchase Address) State (Purchase Address) Country (Purchase Address) Telephone (Purchase Address)	Ext (Purchase Address) Fax (Purchase Address) Ship To (Ship-To Address) Name (Ship-To Address) Country (Ship-To Address) Address (Ship-To Address) ZIP Code (Ship-To Address) City (Ship-To Address) State (Ship-To Address) Country (Ship-To Address)
3. Lines
Grid Button Bar	Use Tax
Quick Row	Reschedule
Line Number	Landed Cost
Item Code	Extended Desc
Ordered / Original Qty / Requested	Alias Item
Back Ordered / Balance	G/L Account
Unit Cost	Item Type
Extension Amount	Weight Ref
Comment	Weight
Description	Product Line
Warehouse	Product Type
Unit of Measure	Costing
Qty Received / Ordered to Date / Quantity Issued	Asset Template
Job Number	Work Order
Cost Code	Step
Cost Type	Trans Type
Required Date	Sales Order No.
Qty Invoiced	Customer PO No.
Original Unit Cost	Total Amount
Tax Class
4. Totals
Order Date	Prepaid Check Number
Order Type	Order Balance
Order Status	Last Receipt Number / Last Purchase Order Number / Last Issue Number
Vendor No. / Requested By	Last Receipt Date / Last Purchase Order Date / Last Issue Date
Taxable Purchases	Last Invoice Number
Nontaxable Purchases	Last Invoice Date
Freight Amount	Completed Date
Sales Tax Amount	Invoiced to Date
Order Total	Prepaid Freight
Less Prepaid Amount