Entering a Purchase Order

This tech note will walk you through the entire process of Purchase Order entry within the Purchasing/Receiving module.

Upon selecting  from the main screen, the following screen will appear. This function allows users to enter new or update existing Purchase Orders, add vendor items, approve PO’s, or email notification to the Senior Approver that the PO requires approval. Upon entry, the system will display only Purchase Orders where the logged in user was assigned as the buyer.

Use the available filter fields to define filter criteria that will determine the Purchase Orders that are displayed. To view PO’s for all staff, clear the ‘Buyer’ field and press the filter button.

 Press the Exit button to return to the main Purchasing screen.

 Once all the filter selections have been defined, press Filter button to run the filter and display the PO’s that meet the filter criteria.

 To view the details of a specific PO, highlight the PO, and press the Detail button. The PO details are displayed in inquiry mode. A PO may not be modified with this selection.

 To view and modify an existing PO, highlight the PO and press the Select button.

 To create a new Purchase Order, press the New button.

 To delete an existing  Purchase Order, highlight the PO from the browse and then press the Delete button.

 To cancel a Purchase Order, highlight the PO from the browse and press the Cancel button.

Helpful Hint!

Use the field headers on the Purchase Order browse screen (shown below) to sort the order in which the PO’s are displayed.

Create a New PO

Press the   button to create a new PO.  The following screen will appear in Multi-Property Databases only. Select the Property to associate with the new Purchase Order.

Once you have entered a Property ID, press F2 to continue. This is the first screen that single property database users will view when creating a new PO. The following screen will appear where one of four PO Copy Options may be selected.

Users must choose whether to create a Purchase Order from scratch (No PO Copy), copy an existing purchase order in it’s entirety (Entire PO Copy), create a PO from an approved Requisition, or copy multiple items from existing purchase orders to the new PO (Multi Item PO Copy). Each option described in detail below:

Multi Item PO Copy

Select this option to copy Multiple Items for this new PO from an existing PO. Upon making this selection and pressing Enter, the following screen will appear:

Use the available filter fields to define filter criteria that will determine the Purchase Orders that are displayed. To view all PO’s, leave  all fields blank.

Use any of  the field headers in the PO browse window to sort the order in which the PO’s are displayed.

 Press the Exit button to return to the main Purchase Order screen.

 Once all the filter selections have been defined, press Filter button to run the filter and display the PO’s that meet the filter criteria.

 To view the details of a specific PO, highlight the PO, and press the Detail button. The PO details are displayed in inquiry mode. PO line items may not be selected with this option.

 To select line items for the new purchase order from an existing PO, highlight the existing  PO from the browse, and press the Select button. A screen simliar to the following will appear:

To select a line item to include on the new PO, highlight the item using the mouse. To unselect an item, click on the item a second time.

 Once all of the items to be copied have been selected, press the Add to PO button, and the system will bring up the new Purchase Order screen where the line items will copied to and the PO entry process may continue.

 To cancel the item copy, press the Exit button. The system will return user to PO entry screen.

Entire PO Copy

Select the Entire PO Copy toggle  to create a new PO by copying another Purchase Order in its entirety. Upon making this selection, the system will bring up a screen similar to the one in the Multi-Item Copy.

Use the available filter fields to define filter criteria that will determine the Purchase Orders that are displayed. To view all PO’s, leave  all fields blank.

Use any of  the field headers in the PO browse window to sort the order in which the PO’s are displayed.

 Press the Exit button to return to the main Purchase Order screen.

 Once all the filter selections have been defined, press Filter button to run the filter and display the PO’s that meet the filter criteria.

 To view the details of a specific PO, highlight the PO, and press the Detail button. The PO details are displayed in inquiry mode.

 To select a purchase order to copy, in its entirety, to a new purchase order, highlight the existing PO from the browse, and press the Select button. A screen simliar to the following will appear:

 Once user has verified this is the PO they wish to copy, press the Add to PO button, and the system will bring up the Purchase Order screen where the line items and other PO info will default in, and the PO entry process may continue.

 To cancel the PO copy, press the Exit button. The system will return user to PO entry screen.

Create PO from Requistion

To create a PO from an approved requisition, select the Create PO from Requisition option. A screen similar to the one below will appear where users may select the requisition to copy:

Use the available filter fields to define filter criteria that will determine the Approved Requisitions that are displayed. To view all Requisitions, leave  all fields blank.

Use any of the field headers in the Requisitions browse window to sort the order in which the Requisitions are displayed.

 Press the Exit button to return to the main Purchase Order screen.

 Once all the filter selections have been defined, press Filter button to run the filter and display the Requisitions that meet the filter criteria.

 To view the details of a specific Requisition, highlight the Requisition, and press the Detail button. The Requisition details are displayed in inquiry mode.

 To select the Requisition from which a PO should be created, highlight the Requisition from the browse, and press the Select button. A screen simliar to the following will appear:

 Once user has verified this is the Requisition they wish to create the PO from, press the Add to PO button. The system will bring up the main Purchase Order screen where the line items and other PO information will default in, and the PO entry process may continue.

 To cancel the item copy, press the Exit button. The system will return user to PO entry screen.

No PO Copy

To create a new PO from scratch, select this option. A screen similar to the one below will appear where user may enter information into the required fields. The following is the main Purchase Order entry screen.

Enter as much information as possible into the available fields. If a required field is left blank, the system will generate a message. Once entry on this screen is complete, select any one of the following buttons from the top menu. Using these buttons, users may go back and forth to each entry screen as much as they like, until they are satisfied that the PO entry is complete.

 To add line items to this PO, press the Line Items button. The following screen will appear:

The top portion of the screen will list all available vendor items that may be added to this PO. Only those items associated with the vendor selected on the main PO entry screen will be displayed.

 To narrow down the items that are displayed, press the Filter button to define filter criteria. Only those items that match the filter criteria will be displayed.

To add an item to the PO, highlight the items and enter quantities for those items that should be on the Purchase Order.

Once the quanities have been entered press the  button to move the items to the Purchase Order. They will appear on the lower half of the screen, once successfully added to the PO.

 If there is an item that should appear on the PO, but does not appear in the item browse, press the New button to create a new item. The following screen will appear, where an item may be entered on the fly. Once added, the item will be available to add to the PO.

 Press Exit once all items have been added to the Purchase Order, and return to the main PO entry screen.

 To enter comments on the Purchase Order, press the comments button. The following screen will appear:

The following fields are available for any special instructions, notes, or comments that apply to this PO.

Special Instructions

Enter any special instructions that apply to this PO. They will be printed on the PO. These notes will be overriden by ship via specification instructions; if any were entered.

Header Notes

Enter any header notes that apply to this PO. These will appear in the body of the PO.

Footer Notes

Enter any footer notes that apply to this PO. These will appear in the body of the PO.

Invoice Description

This field is available for you to enter an internal description for the Purchase Order. The invoice description will appear when an invoice is created through the Purchasing/Receiving interface in Accounts Payable. This will not appear on the PO.

PO Comments

Any additional comments about the Purchase Order may be entered in this field. These will not appear on the PO.

To save comments that have been entered press the Save buttons.  Press Exit to return to the main Purchase Order screen.

 Once all line items and comments have been entered and the PO is complete, press the Complete PO button. The following screen will appear:

Senior Apprv

Enter the ID of the staff member that has senior approval rights for this PO, or use the drop down menu to select the staff member from a list.

Approve PO?

This field will be accessible only if you have department approval limits sufficient to cover this PO amount. Enter ‘Yes’ to approve PO. The field will default to ‘No’ if your approval limits do not extend to the amount of the PO.

Dep Req

If a deposit was requested for this PO, the deposit request amount will appear in this field.

Last Printed

The date on which this PO was last printed will be displayed.

Send Email?

To send the notification for approval to the approver via email, enter ‘Yes’; otherwise enter ‘No’.

Additional Signatures

Enter up to three additional staff member’s whose signature will be required on the PO.

Once these fields are complete, press Save to continue OR Exit to return to the previous screen. The following screen will appear if the Send Email field is set to ‘Yes’.

Press F2 to send email, or ESC to cancel the email and return to the previous screen. The system will generate a message notifying you  that the email was sent successfully.

Once a purchase order is approved, use the  button to print the Purchase Order.

Sample Purchase Order shown below:

That is it! Your Purchase Order has been entered into the System – and will be ready for Approval or for Receipt!

If you have further questions, please visit our website www.dphs.com OR contact Data Plus Support.