Purchase Order Creation
The purchase order edit notebook controls all aspects of the purchase order, including printing and emailing. For any changes made, please remember to use the button to save your changes.
The Main page covers the overall aspects of the purchase order. The contents of this page are grouped by function.
Top of page
Use the X button to close the purchase order and return to the Desktop.
Status controls whether a purchase order is open or closed. If closed, please provide the date closed.
This controls the appearance of the purchase order number, which displays immediately above. You may control the prefix, the width of the numeric portion, and the suffix. The purchase order number cannot be changed and is assigned either by the company or by the defaults, depending on the company settings.
These are the general fields for the purchase order.
Company is the company number to which this purchase order is assigned. It cannot be changed.
Date is the purchase order date.
Ordered By is the person's name of who in the company is ordering. This is a self-learning field, meaning that as you enter names, they will be added to the names look-up table for future usage.
Authorized By is the person's name of who authorized the purchase order. This is a self-learning field for the names look-up table.
Job No. is used to store the job number that this purchase order is for.
Due Date is the desired date that you want the parts to arrive.
Shipping and Vendor
This controls where and how the purchase order parts are to be shipped, and the vendor from which the parts are coming.
Ship to Company Address is checked to tell the vendor to ship the parts to the company address. When shipping to a different address, then uncheck this box and provide the ship-to address. Ship-to addresses must have already been defined in Ship-To Maintenance. When using a ship-to address, use the ... button to look-up the ship-to address and assign it to this order. Use the button to clear this assignment.
Ship Via tells the vendor how to ship the parts. This is a self-learning field and what you enter will be added to a look-up file for future use.
Vendor is the company or person from which you are ordering. The vendor must have already been defined in Vendor Maintenance. Use the ... button to look-up the vendor and assign it to this order. Use the button to clear this assignment.
Ref. No. is the reference number assigned by the vendor.
Terms is the payment terms for this order. This is a self-learning field and what you enter will be added to a look-up file for future use.
This is where you input who received the order at your company and when.
Received By is the person's name of who received the order. This is a self-learning field for the names look-up table.
This is where you may set the currency symbol for this purchase order. A few types are available to choose from. If you need a symbol that is different from what is selectable, then you must find out its numeric value and input that number into the Numeric Value field. (Support can help you find the right number.)
This is where payment information for the purchase order is entered. It is important to input payment information in the event the vendor calls demanding payment for an order that has already been paid.
Notes, Tracking and Special Instructions
These fields represent notes for the purchase order.
Notes are simply that: notes regarding the order. They are not printed anywhere.
Tracking is meant to provide an area for keeping track of the physical purchase order itself. For example, "14 Mar 2009 On Bob's Desk."
Other Comments or Special Instructions will print on the purchase order in the "Special Instructions" box.
The Details page is for controlling the details of what is being ordered. All printing and order exporting is performed here. The purchase order will automatically recalulate totals as items are added.
Order Detail Grid
You cannot edit the order detail grid directly; you must use the buttons immediately above the grid to add, edit, copy and delete items in the grid.
To add an item to the order, press the button. This will open up the "Add Purchase Order Item" window. (Note: You may see a momentary flash as the window resizes itself.) If you provided vendor information, then the bottom half of this screen will contain vendor parts from which to choose. To choose a part, double click on it. Type in the quantity and click the Save button. If no vendor parts information displays, then you will need to manually enter all of the order information in the fields at the top of the screen.
New items are always added to the bottom of the list. You may use the and buttons to move individual lines within the grid.
To edit an item in the grid, click on the item and press the button. This will open up the "Edit Purchase Order Item" window. Make your changes and click the Save button.
Items in the grid may be duplicated by clicking on the item to be copied and pressing the button. This will open up the "Copy Purchase Order Item & Add New" window. Make the desired changes and click Save.
Items may be deleted by selecting the item and pressing the button.
The calculation of the purchase order is done automatically for you as changes are made. You may force a recalculation at any time by pressing the button.
You may assign up to three tax rates to the purchase order. By default, the tax rates are assigned from the company information. However, you may override this by using any of the three buttons provided, or by manually entering the information in the fields provided.
Shipping, Handling, and Other
There are field provided for Shipping & Handling and Other. The Other field has a calculator available in the case that you need to calculate a discount based on a percentage. (Discounts should be entered as a negative number.)
Printing the Purchase Order
Click the Print button to preview the purchase order. The order will be printed in the format specified in company maintenance.
E-Mailing the Purchase Order
Clieck the E-Mail button to open up the "Send P.O Via E-Mail" window. This window will be populated with the e-mail addresses entered for the vendor, company, and ship-to for this purchase order. Mark the desired destinations and click the Send button. (You must have set up your e-mail settings in Defaults for this to work.) The purchase order will be sent as an attachment to the email in a PDF format.
Exporting Purchase Order Data
Data for this purchase order may be exported in a Windows-INI format. The intention for this feature is to provide the vendor with a datafile in order to speed up ordering. If the vendor uses Lading Manager or Lading Manager Lite to produce bills of lading, then this file will expedite the creation of the vendor's bill of lading.
When exporting, Fast-PO will ask you to provide a file name and location to which to save the data file. By default, the name will be the company's name-purchase order number. You may change this as desired. The file extension assigned will always be ".fpo".
After saving the file, you will be asked if you wish to e-mail this file. If so, you will be provided with the "Send P.O Via E-Mail" window as described above. In this case, only the data file will be sent.