Enter a Purchase Order

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Use this procedure to enter a purchase order.

If the Fixed Assets module is integrated with Purchase Order and you have the appropriate security setup, you can select the asset account and template to create assets in Sage Fixed Assets based on the purchase order entry.

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

To enter a purchase order

  1. Select Purchase Order Main menu > Purchase Order Entry.

  2. To set or change purchase order defaults for the next order number, order date, order type, date required, ship-to address, warehouse, ship via, and freight on board, and determine whether the order is printed, click Defaults. For more information, see Save Default Values for Purchase Order.

  3. At the Order Number field, enter the purchase order number. For more information, see Purchase Order Entry - Fields.

  4. At the Order Date field, enter the date. At the Order Type field, select whether this is a standard order, drop-ship order, master order, repeating order, or material requisition.

  5. If you are creating a standard order from a master or repeating order, enter the appropriate number in the Master/Repeat PO field, and then change information and item quantities as necessary.

If you are creating a master or repeating order, enter the expiration date.

  1. Enter the Vendor No. field, and then enter the appropriate purchase order information.

Note To view or maintain vendor information, click the Vendor button. To include this purchase order for batch faxing, enter the Fax field and select the Batch Fax check box. For information on batch faxing, see Fax Multiple Forms in Batches.

  1. To print the purchase order when the order is accepted, select the Print Order check box.

  2. Click the Address tab, and verify the purchase address and ship-to address information.

  3. Click the Lines tab. At the Item Code field, enter the first inventory item to order. To order an asset item, prepend an asterisk (*) to the item code (for example, *CHAIR-1001, where CHAIR-1001 is the item code). To select an alias item code, click the Alias Item button. For more information, see Look Up an Item by Alias Number.

  4. Enter the quantity to order and unit cost for the item. You can back order an item if the quantity ordered exceeds the quantity available, and the appropriate security is set up.

  5. Enter text in the Comment field if you want a comment associated with this line item. To enter an extended description for an inventory item, click the Extended Description button.

Note Extended descriptions cannot be entered for miscellaneous and special items.

  1. Enter the appropriate information in the secondary grid.

If the item is an asset item, enter the asset account in the G/L Account field. For more information, see Asset Account Maintenance.

  1. Click the Totals tab. Enter any freight amount, prepaid amount, and prepaid freight if applicable.

  1. Click Tax Detail. In the Tax Detail (Purchases) window, enter any tax information for the purchase order, and click Accept. For more information, see Tax Detail (Purchases) - Fields.

  2. Click Accept.

The purchase order is entered and is ready to be printed.