Using NolaPro > Payables > Purchasing
New Purchase Order

A purchase order is the written authorization for a vendor to ship merchandise and bill the customer (your company) for it.
  1. From the Main Menu, select Payables -> Purchasing -> New Purchase Order.
  2. Your screen should look similar to this:
  3. Enter data into the following categories:
    1. Vendor Name: Enter Vendor Name (or any portion of the name) to bring up a drop-down of possible matches. If you want to search by phone, zip code, etc., use the Lookup button for detailed searches. NOTE: To add a new vendor, click on the Add button. For instructions on adding new vendors, see the Vendor Add/Update topic in the Related Topics section at the bottom of this Help screen.
    2. Contact: Name of contact person at the vendor's place of business.
    3. Vendor Order #: Enter the Vendor-assigned order number.
    4. PO Number: The PO Number will auto-fill with the next number, or you can click on the text to the right to use the sequence number, or you can enter your own PO number.
    5. Due Date: Select the date when the items should be delivered. You can either enter the date manually or click the Calendar button to select the date from a calendar.
    6. Issue Date: If you would like to have the PO issue date be something other than the current date, either enter it manually or click the Calendar button to select the date from a calendar.
    7. Requisition #: Enter the Requisition Number(if any) your company has assigned to this Purchase as authorization to place the order.
    8. Inventory Location: Where the items being purchased should be delivered. Select a location from the pull-down list.
    9. Vendor Terms - This PO: This will display the default vendor terms, but it can be changed for this particular PO.
    10. For Sales Order: If you want to create a PO based on the items on a customer order, you can select the order from the drop down list (it is by customer then order #). This will cause the items from the order to be entered on the PO and you can select all or any of them to be included on this PO.
    11. Should it Drop Ship: Check this box if you want to drop ship these items to the Customer's Ship-to Address. The Ship-To address on the assigned order will be placed on this PO's Ship-To address.
    12. Shipping Method: How the items should be shipped - select from the pull-down list.
    13. Tracking Number: If the vendor provides the shipment tracking number you can enter it here.
    14. Main Page Note: Enter any notes you wish to appear on the main page of the purchase order. These notes appear above the line items.
    15. Notes to Print on pages following Main Purchase Order: If you have entered standardized notes, you can select any or all of those notes to appear on the Purchase Order. After you have selected one of these notes, you will be able to click on an EDIT button to change any of the text for just THIS transaction. The standard text will remain the same. The ORDER AFTER PO box is to indicate which text appears first, which next, etc.
  4. To continue, click on the Next button.
  5. The first time you see this screen, it will have a single line for entry, and no COMPLETE button. When you enter the first item, and press the ADD button at the bottom of the screen, you will be shown another blank line in addition to the one you entered, and NOW you will see the COMPLETE button. Two screens are shown below; the first showing the screen BEFORE the ADD button is pressed, and the second showing the screen AFTER the ADD button is pressed.

    Your screen should look similar to this:

    For INVENTORY items being ordered, you ONLY need to enter the item code and quantity and press the ADD button at the bottom of the screen. The other information will fill in. If the price is not the current price, you can then over-ride it with the current price. For NON-INVENTORY items, you will need to enter ALL information EXCEPT item code and Notes before pressing the ADD button.

  6. Enter data in the following categories:
    1. Inventory Item: NOTE: NO item code entered means that this is an order for a non-inventory item. However, you must fill in the description field in this instance. For Inventory Items, enter the Item Name in the first box (or any portion of the name) to bring up a drop-down of possible matches. Alternately, you can enter the Item number directly into the box below the description. If you want to search by description, type of item, vendor, category, etc., use the Lookup button for detailed searches. If you need to add an Item to Inventory before ordering, click on the Add button to the right of the Item Code. See Item Add/Update for instructions on adding new inventory items.
    2. Description: Only fill this in for NON-inventory items. For inventory items, once you ADD the entry, it will pull the description from the item file.
    3. Quantity: How many of the item you would like to order. NOTE: This quantity should be of the same units shown next to PRICE (i.e. if the price unit is BOXES, be sure to enter the number of boxes, not the number of pieces or cases).
    4. Price per Purchase Unit: Price at the unit size shown. NOTE: Price and unit name will pull from the inventory when you SAVE the information, but can then be over-ridden manually.
    5. GL Account: The Inventory account that should be adjusted in General Ledger. NOTE: This account will fill in automatically for any Inventory item (once you click ADD).
    6. Delete Line: To remove an Item from the list, click on the Delete button.
    7. Notes: Use this field to add any details required about the item being purchased.
  7. AFTER you make changes to a previously entered item or to enter a new line item on the Purchase Order, click the Add button. This will allow you to stay on this screen and continue to make changes or add items.
  8. To return to the previous screen WITHOUT SAVING your entries, click on the Back button.
  9. When all items have been added to the Purchase Order, click the Complete PO button.
  10. Your screen should look similar to this:
  11. To return to the Purchase Order Add/Update screen, click on the Back button.
  12. To make changes to the current Purchase Order, click on the Edit button. For details on editing a Purchase Order, see the Update PO topic in the Related Topics section at the bottom of this Help screen.
  13. To email a copy of this Purchase Order, click on the Email button. For details on using the Email Center, see the Email Center topic in the Related Topics section at the bottom of this Help screen.
  14. To Jump to the Receive Items on PO for this PO, click on the Receive PO button.
  15. To make a cloned copy of this PO to save time when placing similar orders, click on the Clone PO button.
  16. If the PO is based on a Sales Order, you will see a Return to Order button. Click on this button to return to the Order Add/Update screen.
  17. If you have the Addon Credit Card Purchase Tracking and if you have indicated in the setup section for that addon that you want to allow PO's to be paid via credit card, you will see the button Prepaid by Credit Card. Click on this button to pop up a payment screen. NOTE: No Automatic processing of the credit card will take place. This is just a method of tracking what the various charges made to your credit card are for.
  18. To print this Purchase Order in Adobe Acrobat ReaderĀ®(.PDF) format, click on the Print button to print this Purchase Order. See SAMPLE PURCHASE ORDER below to view an example of the printed output.


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