Entering a PO Req
PO Requisitions are used to forecast spending and to obtain approval from management for purchases. Providing more detail during the PO Req stage ensures accurate forecasting models.
Begin by navigating to the PO Requisition window.
The PO Requisition window will appear, and by default, will be on the Main tab. Below is an image of the Main tab and the associated toolbar options.
|For information on Approval Limits, see the FAQs.
- Req No will auto-populate, there is no reason to modify this.
- Company, Yard, and Dept may pre-populate if the system is configured for that, but ensure that all three are assigned according to the specific PO Req.
- Enter or select a Vendor from the Vendor field. If the vendor is not present, click on the magnifying glass
to do a more detailed search. If the vendor isn’t present in the search view, then click on the New button and add a new vendor.
- Will Call serves to identify the specific vendor location from which the order will be placed. This field is only used with the Great Plains and Sage accounting applications.
- Enter the Order Date. This is usually today’s date.
- Ship VIA is used to identify the carrier used for shipping.
- O.B., or Freight On Board, is only used for specific organizations. If used, refer to internal policy for instructions.
- The Confirm To field is the point of contact that was or will be spoken to at the vendor. This information helps other employees communicate with the vendor should it be necessary.
- The Buyer is the individual placing the order. In most cases, the Buyer is the one creating the PO Req, but the PO Req could be filled out on someone’s behalf.
- Terms should populate after identifying the vendor. If this field is blank, request the appropriate information from the organization’s PO manager.
- Enter a Purch Disc % when appropriate. This field may pre-populate if entered in the Maintain Vendor window.
- The Drop Ship Information section provides for details associated with product or material delivery. If the requestor wants to ship information to a separate location and must provide the PO to the vendor, the requestor can add the details here. Name1 and Name2 can be used to identify points of contact, the Address, City, State, and Zip Code are self-explanatory.
- The Vendor Order # serves to identify an order number, confirmation number, or any other reference number for the order.
- Verify the Requested By field, this should be the requestors name.
- Add any comments to the Comments This is PO related information; there is a separate field for entering item-specific information.
The Detail tab is used to list all parts, materials, or items that will be purchased using the PO.
Begin by clicking the Add Part button on the dashboard toolbar, pressing CTRL + A, or by right-clicking on any non-editable portion of the window and selecting the option from the drop-down menu.
|To email a PO to vendor, see the FAQs.
- Enter either a Part No or Description. Part No is reserved for stocked parts only.
- Enter the Qty Ordered, Unit Meas, Retail Price, Cost, and Purch Disc %.
- Burden is used to add additional costs to the cost of a part to reflect true cost (e.g. labor associated with generating a PO, placing an order). Refer to company policy for how and when to use.
- The GL Account should pre-populated; if the company uses different yards/departments, then ensure that this correct.
- Comments on PO allows for line item specific information that will print on the PO.
- In House Comments are internal use only, are only viewable from this window, and will not print on any documents.
- Job Number is used to associate the PO with a job.
- The Job Line Item field will be editable only if a Job Number is entered. Select the appropriate line item from the job.
- Work Order is used to associate the PO with a Work Order.
- Unit Code is used to associate the PO with a specific unit. When a Work Order is selected that is related to a unit, the Unit Code will auto-populate this field and will be grayed-out.
- The Activity field will be editable only if a Work Order is entered. Select the appropriate Activity from the work order.
- Classification is used to group parts. Do not confuse this use of Classification with other windows, as they are used differently. Refer to internal policy for how to use.
- Delivery Date should remain blank unless an order is being placed with an expected delay in delivery. For example, a crane is ordered today and will not be delivered for six months. This field helps accounting with identifying past-due items on the Past Due Report.
- Identify whether the line item is a part or labor and if it is taxable using the Parts/Labor field and Tax
- Click Save on the dashboard toolbar. This will assign a PO Requisition number to the PO Req. To save time or make it more convenient, press CTRL + S or right-click in any non-editable area of the window and select Save from the drop-down menu.
Note: To print a purchase order, refer to the FAQ section or click on the hyperlink.
Convert To PO
To convert a PO Requisition to a PO, follow these steps:
- Double-check all information and ensure accuracy.
- Ensure the PO Requisition is saved.
- Click on the Conv PO button.
- The program will prompt to confirm the conversion. Select Yes.
- A new PO will appear and a PO number will be automatically generated.
Note: If the PO Req amount exceeds set approval limits, the ability to convert a PO Req to a PO will be disabled. When this occurs, either the PO approval person can run a report to see the pending PO Req or the individual generating the PO Req can notify the approval person so that the PO approval limit can be overrode.