The POs tab Create | Purchase Items | Attachments | Purchase Order The POs tab is where you create POs based on approved request items from purchase requests. Each PO is associated with a particular vendor. Once request items are approved, they become available for POs. You create a PO either by selecting a vendor and choosing from the list of approved request items associated with that vendor, or by assigning a vendor to a list of approved request items that either have no associated vendor, or that allow vendor substitution. Once you create a PO, you can modify the invoicing and receiving details to suit your needs. Please note that users must have associated purchaser records in order to be able to create POs. They must also have roles that allow them to create POs. Just like purchase requests, POs go through a submission and approval process. To create a PO: 1. Click on the "POs" tab. 2. Select "PO by vendor" or "PO assign a vendor" from the "Create..." drop-down list box. 3. If you are creating a PO by vendor, select the vendor from the drop-down list box. When you do, the page will be refreshed in order to show you the request items associated with this vendor. If you are creating a PO by assigning vendors to items for which either a vendor was not specified or the "Allow vendor substitution" check box was enabled, you will see a list of all request items that apply. Select the vendor from the drop-down list box. Note: Only approved request items are available for purchase orders. 4. Enable the check boxes for the request items you want to include on the PO. 5. Click on the "Create the PO" button. 6. Enter any notes, if desired. 7. Click on the "Create purchase request" button. You will see the PO. When you create a PO, purchase items are also created. These are essentially copies of the request items that were part of the original purchase requests. However, you can now make changes to the purchase items in a PO without changing the request item information of the original purchase requests. To modify or delete a PO 1. Click on the "POs" tab. 2. Click on the number of the PO you want to modify or delete. 3. Click on the "Edit" link. 4. Make your changes and click "Save." To delete the PO, click on the "Delete" button. You will be warned that any associated purchase items will be deleted as well. Click "OK" to delete the PO and its associated purchase items. Note: The original request items that you used to initially create the PO will not be deleted. You can always go back and create a new PO. Note: You cannot modify or delete an approved PO, except that you can modify the notes field on an approved PO if you have enabled this option under My Account> Company > Settings. PURCHASE ITEMS Purchase items are basically line item details in POs. Each purchase item in a PO is a copy of a request item that was used to create the PO. Request and purchase items are associated, but the purchase item in a PO can subsequently be edited without changing the original request item that was part of a purchase request. Purchase items are created when you create a PO. To modify a purchase item: 1. Click on the "POs" tab. 2. Click on the number of the PO. 3. Click on the "Purchase items" link. 4. Click on the name of the purchase item in the list. 5. Make your changes in the "Edit - [name of purchase item]" dialog box. Note: Only certain fields are editable on a purchase item. Non-editable fields will not have text boxes and are "read-only." "Quantity payable" field: If the "Track payability with fulfillment" check box is enabled for the PO associated with this purchase item, the "Quantity payable" field will coincide with the quantity of items fulfilled. In this case, if you manually change the value in the "Quantity payable" text box on the "Edit - [name of purchase item]" dialog box, you will be overriding the "Track payability with fulfillment" feature for this purchase item. (Note: the default setting for "Track payability with fulfillment" is set in the "Purchases Options" section of the My Account > Company > Settings page. For individual POs this option can be changed on the "Edit PO" dialog box.) 6. Click on "Save." To delete a purchase item: 1. Click on the "POs" tab. 2. Click on the number of the PO. 3. Click on the "Purchase items" link. 4. Click on the name of the purchase item in the list. 5. In the "Edit - [name of purchase item]" dialog box, click on the "Delete" button. Note: You cannot change or delete an approved purchase item. Note: You can add custom fields to your POs and purchase item dialog boxes by going to the My Account > Company > Custom Fields tab, and selecting one of the types of custom fields available from the "Create..." drop-down menu. ATTACHMENTS You can attach documents to both POs and individual purchase items by clicking on the "View/Add Attachments" link at the bottom of the "Edit PO" dialog box and the "Edit - [name of purchase item]" dialog box respectively. Note: You must first create and save the PO or purchase item before this link will appear. To add an attachment, click on the "Create new attachment" link in the upper left corner of the attachments window that will pop up. Enter the file pathway in the "New attachment : PO/purchase item" dialog box, and click on "Save." The file name is saved and can be accessed by clicking on the "Download" link, or the file pathway can be edited by clicking on the "Replace" link, or the attachment can be deleted by clicking on the "Delete" link. You can attach as many documents as you need to your POs and purchase items; when finished, click on the "Close" button to return to the main "Edit PO" or "Edit - [name of purchase item]" dialog box. PURCHASE ORDER To view your complete Purchase Order form, click on the "POs" tab, select the PO from the list, and then click on the "View" link. You may want to edit some of the purchasing, receiving, and shipping information on the PO. (Most of these settings are optional.) In this case, click on the "Edit" link, make your changes (remembering to click "Save"), and then go back to the "View" link to see the new PO. Some of the settings you can change on the PO include: -Date required -Date order placed -Payment terms -Automatically track payability with fulfillment: If this option is enabled it will mark purchase items as payable as soon as they have been fulfilled. (The default setting for "Track payability with fulfillment" is set in the "Purchases Options" section of the My Account > Company > Settings page, but you can change it for individual POs.) -Accounts Payable location -Receiving location -Only ship complete order, no partial shipments -Ship via carrier (The options are taken from your account "Carriers" list.) -F.O.B. (Freight on Board): The location from which your company will be responsible for shipment. For example, the vendor might be responsible for shipping your order from one major point to another (say from London to New York), but from that point on your company will be responsible for shipping (say from New York to Albany). So you would enter "New York" in this field. (F.O.B. options are taken from the list of "Locations" in the account.) -Shipping payment terms (The options are taken from your account "Shipping Terms" list.) -Date shipped -Date expected -Description If you do not like the layout of the PO, you can go to the Options > PO Layout tab to change the settings for the layout, if you have been given access to this tab. To see how the PO will look online, click on the "HTML version" link. To see a printable PDF (portable document format) version, click on the "PDF version" link. When you do this, a PDF file will be generated, that you can then view.