The main section of the Purchase order is the Items List. This is where you will see the items on the purchase order. We will go into the process of manually adding items to a PO on the next page.
Each line on the PO has the following details
- SEL – by placing a checkmark in the selection box, you will be able to perform actions to multiple lines simultaneously. We’ll go into more detail on that when we talk about Receiving a purchase order.
- BO – when an item is placed on backorder, you’ll see the red BO flag
- Part Number or Item Name – this is the part number of the item being ordered. If you would rather see the Item Name instead of the Part Number, go to the Options button and click the Select By Item Name button. This is a toggle button and will alternate to Select by Part Number, making it easy for a user to find parts in a way that makes sense to them.
- New in 9.0520: At the far right of the part number is a small copy icon. Clicking on this icon will copy the part number to your computer’s clipboard. This is useful for transferring a PO into a vendor’s online order portal. Click the icon on the PO, then click paste in the vendor’s web page portal. VIOLA!!!
- Description – tell me about the item. This is the purchase description associated with the part number as defined in the Item module. If no purchase description exists, then the sales description is used instead. Note: The description can be modified on the PO and you will be prompted to save the change to the Item Master or only use the edited description on this PO line.
- MP – when an item is purchased in bulk, you may see the letters MP directly before the Color field. This indicates that the item is part of a Master Pack. For example, we don’t buy individual feet of wire, we typically purchase wire in boxes of 500 feet or spools of 1000 feet. So when the salesperson orders a 100-foot run, we won’t actually buy 100 feet of wire. We’ll buy a box of 500 feet.
- Color – if the item has a color defined, it will be displayed here. This field is also editable.
- Quantity – the number of line items being ordered
- Unit – the unit of measure for the item (e.g. “each” or “feet” or “case”)
- Cost – how much is the cost to buy this item from your vendor. This number defaults from the Item Master, but can be modified. When modified you will have two prompts:
- Do you want to update the Master Item details with this change? Selecting Yes will cause the item cost to be changed on the Item Details so that the next time you sell this item the new cost will be referenced. Selectin No keeps the Master Item details untouched.
- Would you like to adjust the cost on the Sales Order to match the cost of the Purchase Order? Selecting Yes will change the cost on the sales order so that your job costing remains accurate. Choosing No leaves the cost on the sales order as it was originally entered.
- Important: You are only able to adjust costs if you have been granted permission by your system administrator.
- Ext Cost -the total cost of the item times the quantity entered. This is automatically calculated for you.
- Rec’v – this tells you the number of items that have been received. We’ll talk more about this field when we discuss receiving a PO..
- Client Name – this is the client and job for whom the part is being ordered. This name will automatically be pulled and generated from the linked sales order or project if applicable. If the product is being ordered for general inventory instead of a particular job, it will show Stock.
- Note: This is a reference only and modifying this field does not change how the product will be applied to jobs.
- Another Note: You can also free type in this field to enter a different reference.
- Final Note: This field does not sync to QuickBooks
There are four buttons that affect each PO line.
The Master button opens up additional details about the item. This is a snapshot of the Item Master in the Items Module and provides a number of item details in a popover window. Keep in mind that changing details in this popover window DOES change the item master in the Items Module. There is also a button in the popover where you can open the Item Master details in a new window. A red Master button indicates that the item has not yet been synced to QuickBooks. This is only an issue when syncing POs and PO Receipts and you will be prompted to sync the item when you try to sync the PO.
The Options button is where you can set an item as back-ordered. When you check the Back Ordered box, you will be prompted to enter the Expected Date when the back-ordered product will be received. You can also enter notes to help the future you and any other team members know why the item was back-ordered. Checking this box also flags the PO line and the Purchase Order itself as back-ordered. Note: When a Purchase order is printed or converted to a PDF, the description line of any back-ordered item will show “Back Ordered – Expected XX/XX/XXXX”
Directly under the Options button is a Reference button that indicates where the product request came from (Invoice, Sales Order, Project, Work Order, or Stock). The button will be one of two colors; blue (indicating a specific inventory location has been designated for receiving) or the standard olive green.
We’ll talk more about this button in the Receiving a PO section of the manual.
The Trash Can button deletes the line item from the PO forever – no dumpster diving, please.
Under the list of items to be purchased are some helpful summary totals:
- Grand Total – this is the total of all lines on the purchase order
- Needed for Freight – if your vendor has a minimum freight amount listed, defined on Vendor Details, this field will show how many more dollars are needed on this PO to meet those freight minimums. If the amount shows $0.00, then the PO either has no minimum freight or exceeds the required minimums.
Notes and Documents
The Notes tab gives you the ability to capture additional information for future reference.
- PO Description – this field appears on the Purchase Orders list
- Internal Notes – appear only here on the PO and sync to QuickBooks in the PO Memo field. This is a great place to put shipping or vendor comments
- *Printed Notes (Shipping Instructions) – these notes are printed at the bottom of the physical or PDF purchase order. They also sync to QuickBooks in the Vendor Message field.
The Documents tab is a repository of stored files. You can use this to store scans of packing slips or confirmation notifications. Simply drag a PDF, Word, or other documents into the Drag Jere box to upload them. Alternatively, you can right-click in the box to Insert File from your hard drive. Once entered, you can add a description to aid in reviewing the documents at a later time.
Once you have a document stored, click the View button to quickly open it.
Receiving and Labels
The last section on the PO Item List contains the Receiving and Label buttons.