Purchase Orders

The Purchase Orders screen allows you to create and update purchase orders. To access this screen, select Purchase Orders from the Administrative menu in the Options Menu (Modern) or from the Inventory menu (Traditional). The main screen displays all open purchase orders:

PO #: This is the purchase order number. It is assigned by CRE after the purchase order is created and cannot be modified.

Date: This is automatically set to the current date. It cannot be modified.

Ref #: This is an optional field and is assigned by the user.

Vendor #: You must enter a vendor number for each purchase order. This is the vendor from whom you are purchasing the order.

Due Date: You must enter a due date for each purchase order. This is the date by which the order should be received.

Status: This is the current status of the purchase order: O-open purchase orders, C-closed purchase orders, or V-voided purchase orders.

Total Cost: This is the total cost of the order. It is automatically calculated by CRE and cannot be modified.

To create a purchase order: Click on Add or press , then enter the desired information

Once all of the information has been entered, click on Save or press to save the purchase order. Click on Cancel or press to quit without saving the new purchase order. You will be asked if you would like to print a copy of the purchase order after saving it.

To update a purchase order:

Double-click on the desired purchase then make any necessary changes. Click on Update or press to save your changes. Click on Cancel or press to quit without making any changes.

To close a purchase order:

Double-click on the desired purchase order. Click on Close or press to close the current purchase order. Click on Cancel or press to quit without closing the purchase order. NOTE: Closed purchase cannot be reopened.

General Information Select Vendor:

You must select a vendor for each purchase order. This is the vendor from whom you are purchasing the order. Use the mouse to click on the desired vendor.

Instructions: You may enter instructions for the purchase order in this field.

Ship Via: This is an optional field and is assigned by the user. It is the method by which the order is being shipped (Example: UPS Ground, Fed Ex Overnight, etc.).

Reference #: This is an optional field and is assigned by the user.

Terms: This is an optional field. It is automatically entered if there are terms present for the vendor. The user can override this information. (Example: Net 30)

Due Date: You must enter a due date for each purchase order. This is the date by which the order should be received.

Ship To: This is an optional field and the user may modify it. The default Ship To Address is the address located in the Company Information screen. You may add additional lines for Attn:, phone number, etc.

Add Items Select Vendor:

You can select a vendor by typing the entire vendor name then pressing . You can also type the first few characters of the vendor then use the mouse to click on the down arrow to display a list of vendors beginning with those characters. Use the up and down arrows, < > and < >, to scroll through the vendors when that field is highlighted.

At Reorder Point:

To display only items that have reached their reorder points, click on this box. Leave this box empty to display all items even if they have not reached their reorder points. With Open POs: To display only items that have open purchase orders, click on this box. Leave this box empty to display all inventory items.

Inventory Selection Grid:

This displays the items that can be added to a purchase order. Double-click on an item to add it to the purchase order. The grid dis plays the Item Number, Item Name, quantity in stock, reorder level, reorder quantity, reorder cost per item, Vendor Number, Part Number, and Department ID for each item.

Added Inventory Grid:

This grid displays the items that have been added to the purchase order. The grid displays the Line Number, Item Number, Description, reorder quantity, reorder cost per item, total cost, and number received. Once an inventory item is selected and added to a purchase order, the quantity and cost may be modified. To delete an item from the purchase order, press while the cursor is positioned on the item.

To receive items on a purchase order:

Double-click on the desired purchase order. To receive one item on the purchase order, click on Receive Item or press . To receive all of the items on the purchase order, click on Receive All or press . If you choose to receive a single item, you will be prompted to enter the line number of the item to receive. Enter the desired line number then click on OK or press . Next you will be prompted to enter the quantity received of that item. Enter the received amount then click on OK or press . Click on Update or press to update the purchase order and the inventory. To print a purchase order:

Double-click on the desired purchase order. Click on Print or press . Control Buttons Add: This creates a new purchase order.

Update: This updates any changes made to the displayed purchase order.

Close: This closes the displayed purchase order. NOTE: Closed purchase orders cannot be reopened.

Cancel: This exits the edit mode without saving any changes made.

Exit: Click on this to exit the Purchase Orders screen.

Return to pages on Group maintenance or Express Input

Go on to pages on Instant PO's or Customer Maintenance

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