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Creating a Purchase Order |
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A
Purchase Order is a document that represents an order placed by you to one of
your vendors, where you ask them to give you a certain set of products or
services at a certain price. In inFlow
Inventory, all of the work related to a purchase order is saved alongside the
order, including receiving goods, payment, and possibly returning
products. This makes it easy to find all
the order information in one place and see the order status at a glance. To
create a new Purchase Order, from the Purchasing Homepage, click the Order
button. Alternatively, you can click the
New Order link from the Tasks Box. Entering Header Information
The
Header of the Purchase Order contains the common information about the order
that is visible throughout the Purchasing Workflow. The
following fields are in the Purchase Order Header: Vendor – (Required) Here
you should select the Vendor to whom you are placing this order. This will usually be the company name of your
vendor. How
to select a vendor Contact – The person at
your vendor's place of business whom you should contact regarding this
order. Phone – A phone number
you can call at your vendor's place of business. Vendor
Address
– The address to which this purchase order should be sent. Terms – Payment Terms
for this order, i.e. an agreement between you and your vendor about how you
should pay them for the order. You can
select from a list of existing Payment Terms, or add a new type by selecting <Add
New…> from the dropdown list. Vendor
Order #
- An Order Number that your vendor may use to refer to this order. Order
# - A
unique Purchase Order number by which you can refer to this order. This will be automatically filled in the
first time you save your order. You can
edit this Order # directly, or set the pattern of how order numbers will be
created under Company Settings. Date – The date of the
order, usually the date on which the order was placed. You may change this date. Status – A short
description of the status of this purchase order. See possible statuses and what they mean.
Ship-To
Address
– The address to which the vendor should ship the goods for this order
for you to receive. You
may also add up to three custom fields into Purchase Orders. These will show up underneath the Vendor
Order # field. More information. Working with Addresses
For the Vendor Address,
you can select from one of addresses defined for this vendor in the Vendor
Information by clicking the small arrow next to the address field, and
selecting the name of the address to use. For the Ship-To Address,
you can select from the addresses you have set up in your Company
Information or Receiving Addresses under Company Settings. You can also add a new receiving address here
by selecting Add New Address from the dropdown. To
edit the vendor or ship-to addresses, move your mouse into the main address
field and then click the Edit link. A
popup will appear allowing you to edit the various parts of the address. Changes to the addresses here will be kept
for this purchase order only. Entering the Main Order Contents
The
Order tab shows you the information on placing a purchase order, and is
accessible by clicking the A
green light on the Order tab is shown when any items have been ordered. Otherwise, a red light is shown. The
Purchase Order information cannot be modified once the order has been marked
Fully Received.
Requested
Ship Date
– A date that you want the vendor to ship the goods to you on. Carrier - A selection on the
carrier and shipping method that the vendor should ship the products to you. Taxing
Scheme
- The type of taxes that will be charged to you for this order. More information on tax
handling. Remarks – Any extra
remarks on this order. These remarks
will be included when you print out the Purchase Order. Sub-Total – The total cost
of this purchase order before tax or freight are applied. Tax – You may see one
or more Tax fields depending on the Taxing Scheme set for this order. This shows amount of tax charged for this
order. You may change the amount of tax
charged here, but if the order is later changed, the tax will be automatically
recalculated. Freight – The amount of
freight or other surcharges applied to this order. Tax is applied to this field if the selected
Taxing Scheme has Tax On Shipping
set. Total – The total
amount that you will owe the vendor for this order. You
may click the Cancel Order button to cancel the order and avoiding
further processing. Order Tab Columns
The
main Order table has the following columns: Item – The item name
or item code for the product or service being ordered. Description – A text
description of the product or service being ordered. This will be defaulted to the description
from the product information, but can be changed here. Vendor
Product Code – The item name of item code that the vendor uses for the
product or service being ordered. This
will be defaulted to the Vendor Product Code set up in Vendor
Information for this vendor and product, or blank. Quantity – The quantity of
the item being ordered. This will be
defaulted to 1 but can be changed to the actual quantity to be ordered. Unit
Price
– This is the price per unit that the vendor charges you for this
item. In order of priority, this will be
defaulted to the Cost set up in Vendor Information for this vendor and product,
then the Cost set up in Product information for this product, then the unit
price you last purchased this item at, or zero. Tax – (This may be
hidden, depending on your company settings.)
The Product Tax Code for this item, determining if it is taxed in a
special way, e.g. tax exempt. This is
defaulted to the Product Tax Code in the product information for this product.
More information on Product Tax
Codes. Sub-total – The total cost
of this item for the quantity given and after applying discounts, but before applying
taxes or freight. This is calculated
based on the Unit Price, Quantity, and Discount, and cannot be modified. To
add in a new line item, first select a product in the Item
column. Then,
you may choose to modify the other columns. How to add or remove rows from a
table. Auto Order
The
Auto Order button can be used to quickly set the order to match the
goods received. This may be useful when
you do not place a purchase order before receiving goods. The
Auto Order function will add lines to your Order table to match the received
quantities, but will not remove any existing lines you have. It will add order lines so that the total
quantity ordered matches the total quantity received. Printing or Exporting Purchase Orders
You
may choose to print out a Purchase Order or export it to another format, like
PDF, to be e-mailed out to a customer. |
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