Creating purchase order headers

Create purchase order headers for new purchase orders.

Note: If you are the originator of a purchase order, you might have an approval limit. This limit defines the total maximum value of all the line items on a purchase order. The approval limit may be set up at either the purchase order header level or the line item detail level. If the total exceeds your limit, you might need to have someone else (typically a manager) approve the amount.
  1. Select Purchasing > Purchase Orders.
  2. Click New Record.
  3. Specify this information:
    Organization
    Specify the organization to which the purchase order belongs if you use multi-organization security. The system automatically populates the purchase order description, Status, Store, Buyer, and Due Date.
    Purchase Order
    Specify a description of the purchase order in the adjacent field. The system assigns a purchase order number after you save the record. If the purchase order has numerous revisions, the system automatically populates Revision Number.
    Status
    Select the status value of the purchase order.
    Note: Your authorization level determines the values available for Status.
    Store
    Specify a storeroom.
    Originator
    Specify the employee requesting the purchase order.
    Due Date
    Specify the expected arrival date for the items.
    Buyer
    Specify the buyer responsible for the purchase order.
    Delivery Address
    Specify the delivery address for the purchase order.
    Class
    Specify the class of the purchase order. The system automatically populates Class Org.
    Package Tracking Number
    Specify the unique number by which to track the delivery of the shipment for the purchase order.
    Convert to ASN
    Select to create a receipt document in an external or alternate warehouse management system to complete the receiving process from the supplier.
    Supplier
    Specify a supplier. The system automatically populates the supplier’s default Currency, the current Exchange Rate, Language, and Lead Time (Days).

    If the items are covered under a specific contract with a supplier, the system displays Contract and Discount information after you add lines to the purchase order. Contract and Discount apply only to individual orders.

    Currency
    Specify the currency you use to purchase the item.
    Exchange Rate
    Specify the current exchange rate.
    Note: You can update the Currency if there is an exchange rate defined for the currency. You can update the Exchange Rate when the EXRTUPDT installation parameter is set to YES.
    Default Approver
    Specify the employee responsible for approving the purchase order.
    Ship Via
    Specify the manner in which the supplier ships the specific item.
    Payment Terms
    Specify the manner in which the supplier is paid for the purchase.
    Freight Terms
    Specify the manner in which the freight charges are paid and who pays them.
    FOB Point
    Specify where you take possession of the item.
    Payment Method
    Specify the method used to pay the supplier.
    Note:  Click Default Terms. The system automatically populates Ship Via, Payment Terms, Freight Terms, FOB Point, and Payment Method with the values specified on the Suppliers form.

    After the purchase order is approved, the system displays Approved By and Date Approved.

    After lines are added to the purchase order, the system displays Part Lines, Service Lines, PO Lines, Total Tax, Total Extra Charges/Discounts, Total Part Value, Total Service Value, and Total PO Value.

  4. Click Save Record.
    Note:  Click Create New Revision to create a new revision of the purchase order.

    Click Receive All Parts to create a receipt for all outstanding parts.

Parent topic: Creating and revising purchase orders