Enter Purchase Order

Create a New Purchase Order (Normal Type)

1.  Open the Purchase Orders screen (PO301000)
   1. Navigate to the Purchases workspace
2. Add a New Purchase Order
   1. Click the ‘New Purchase Order’ tile OR
   2. Select the ‘+NEW’ option on the Purchase Orders menu item.

 NOTE: If ordering products for drop-ship (shipping directly from the vendor to your customer), please use the Drop-Ship SO to PO document instead.

Complete the Purchase Order Header

1.  Enter or select the Vendor.
2. Review and update the Vendor’s ship-from location (if needed) in the Location box on the order.
3. Verify the Order Date in the Date box, and update it if necessary.  (This field defaults to today’s date.)
4. Enter the Promised On date
   1. Specify when the order is expected to be received from the vendor.
5. (Optional) Enter a brief Description of the Purchase Order. (This is internal information by default).
6. Save the Purchase Order to generate a PO number.

 Add Items to the Purchase Order

1.  Navigate to the DETAILS tab to enter items. There are two options:

OPTION 1:  Add one item at a time.

1. 1. Use the ‘+’ (Add Row) button on the table toolbar.

1. 2. In the Inventory ID field, begin typing the item ID or part of the item description. 

1. 3. Select the item from the list.
   4. Enter the following details for the item
      1. Warehouse
      2. Order Qty
      3. Unit Cost
      4. Any other relevant fields
   5. The Requested and Promised dates will copy from the header, but can be updated for each item as needed.
   6. Repeat steps A-E until all items are added.

OPTION 2: Add Multiple Items Using ADD ITEMS.

1. 1. Click the ADD ITEMS button on the table toolbar.
   2. Use filters such as: Inventory, Warehouse, Barcode, Item Class ID or Only Vendor’s Items to narrow down the  item list.
   3. Select the items to be added
      1. Check the box on each row you want to include OR
      2. Use the Select all checkbox to add all listed items.
   4. For each selected item, review and adjust the Qty Selected value.
      1. The default value is 1.0 upon selecting a row.
      2. Quantity is measured in the UOM (Unit of Measure) displayed in the corresponding column.
      3. Optionally, update the quantities after the items have been added to the PO.
   5. Click the Add & Close button at the bottom of the dialog box to finalize item selection and add them to the PO.
   6. Review the following fields for accuracy:
      1. Warehouse – Confirm the correct warehouse is assigned for each line item.
      2. Order Qty – Update if needed, especially if the default value was pulled from the from ADD ITEMS dialog box.
      3. UOM – Verify the correct unit is selected for each item.
      4. Unit Price/Ext Price – Ensure pricing is accurate based on the order details and agreements.

Review Other Purchase Order Settings

1.  SHIPPING tab
   1. Verify Ship To information
      1. Review the Ship To contact and Ship To address fields
      2. Confirm that the information reflects the correct destination for the goods.
      3. If necessary, use the Override checkbox(es) to enable editing:
         1. Contact Override – Allows manual changes to the name, phone, and email.
         2. Address Override – Allows manual changes to the street, city, state, zip, and country.
   2. Review Shipping Method and Terms
      1. Check the FOB Point to determine when and where ownership of the goods transfers.
      2. Select the appropriate Ship Via option to indicate the shipping carrier and method.

2. VENDOR INFO tab
   1. Confirm VENDOR CONTACT and VENDOR ADDRESS information. Use the Override checkbox(es) and enter alternate information, if needed.
   2. Review and update the vendor Terms.

3. Save all changes on the form toolbar.

 Print or Email the Purchase Order

1.  Select REMOVE HOLD on the form toolbar. This updates the PO status to Open, which finalizes the order and prevents further changes.

2. Select Print Purchase Order from the ellipsis menu (…) to generate a preview of the form.
   1. From the print preview screen, the purchase order can be emailed to the vendor if email settings and templates are properly configured.
   2. This option allows the review and editing of the email before sending.
3. Select Email Purchase Order from the ellipsis menu to send the PO immediately using a pre-configured email template.
   1. This option does not allow for review or changes to the email content before sending.

NOTE: For assistance with modifying the purchase order form layout or configuring email templates, please contact Firefly.