Purchase Orders are used to order Inventory items from Vendors and then receive the items into Inventory when they are delivered. Purchase Invoices are automatically created for the items received from Purchase Orders.
The Disable Purchase Orders Display Parameter must be disabled in order to use Purchase Orders. The Default to Purchase Orders Display Parameter may be enabled to define
each new Purchase Transaction as a Purchase Order transaction type.
Two quantity columns, Order & Rcvd, are typically displayed on the Purchase Order Item Entry screen (unless the Purchase Order Screen Mode Display parameter default settings have been changed).
Order - The Order column displays the number of units to order and is initially defined by the item's Order Qty field located on the Inventory database record Order Data screen. The number in the Order column may be edited by navigating to the Order column and changing the number.
- If the item Order Qty is a positive number, that number is displayed in the Order column.
- If the item Order Qty is a negative number (displayed with a minus sign in front of it), it is not treated as a negative value but rather as the target Quantity On Hand to have in stock. For example, -100 in the item Order Qty field is interpreted by the Purchase Order to define the number of units to order to bring the current Quantity On Hand back up to 100."
- If -100 is entered in the Order column of a Purchase Order, it is treated as a negative value which is used to send 100 units back to the Vendor and reduces the item's Quantity On Hand.
- If the item Order Multiplier field located on the Inventory database record Order Data screen contains a value AND the item has no Parent item, the number displayed in the Order column is defined by the item Order Qty, however the number actually received is calculated by multiplying the number in the Order column by the value in the item Multiplier field.
Examples:
If Order Qty=1, and Multiplier=1, Order column displays 1 and 1 is received.
If Order Qty=5, and Multiplier=1, Order column displays 5 and 5 are received.
If Order Qty=1, and Multiplier=5, Order column displays 1 and 5 are received.
If Order Qty=5, and Multiplier=5, Order column displays 5 and 25 are received.
Rcvd - the Rcvd column displays 0 until the number of units to receive has been entered.
The Cost column displays the cost of the line item per unit and represents either the current Vendor's Product Cost (if it is available from the item's Inventory database record Vendor Information), or the Average Cost from the item's Inventory database record (if the current Vendor does not exist in the item's Vendor Information).
To use a different Cost (or Price) from the item's Inventory database record, navigate to the Cost column and press [Ins] to display a list containing the item's:
Last Cost
Average Cost
Vendors Product Costs
Sale Price
Base Price
List Price
If the Global Parameters Decimal Points are set to 3, Keystroke rounds the cost to 2 digits, even if 3 digits are entered.
The Cost field may be edited. Editing the Cost automatically updates the Amount.
The Cost from the Purchase Transaction is automatically saved in the item's Vendor Information Product Cost field for the current Vendor.
Note: Keystroke uses the Cost from the Purchase Transaction to update the item's Average Cost, so it is important to enter the correct Cost even if only using Purchase Manager to receive items into Inventory.
The Amount column displays the Total dollar amount (Order Qty * Cost) for the line item until a Rcvd quantity is entered. When a Rcvd quantity is entered, the Amount column switches to display the Received Amount (Rcvd Qty * Cost) unless the Always Display Order Totals Purchase Display parameter is enabled.
The Amount field may be edited. Editing the Amount automatically updates the Cost.
Displayed on the Purchase Order Item Entry screen:
Order Total
Received Total
Displayed by default on the Complete Purchase Transaction - Order screen in the Totals column:
Invoice SubTotal
Disc
Shipping
Total
Tendered
Remaining
Displayed by default on the Complete Purchase Transaction - Order screen in the left-hand column:
Order SubTotal
Discount
Shipping
Order Total
Order Date
Expected On Date
Invoice Number
See:
Purchase Invoices
Purchase Transaction Types
Purchase Manager Contents