[PO] Creating a Purchase Order

Objective

This SOP outlines the steps to create a purchase order using the PO Purchase Order Entry system, ensuring accuracy and compliance with company procedures.

Key Steps

1. Access Purchase Order Programs 0:00

• Navigate to the Purchase Order Programs section.

• Open the Purchase Order Entry form.

1.  

   2. Select Month and Open Batch Screen 0:15

   

   • Choose the appropriate month for the purchase order.

   • Click 'OK' to proceed.

2.  

   3. Enter Purchase Order Details 0:20

   

   • Tab to create a new purchase order sequence.

   • Enter the Purchase Order number (default will increment from the last number).

   • Input the vendor information.

3.  

   4. Fill in Additional Information 0:37

   

   • Provide a description for the purchase order (e.g., 'testvo').

   • Set the expected arrival date.

   • Leave the status as 'Open' or select 'Complete' or 'Close' as needed.

4.  

   5. Assign to Work Order or Job 1:06

   

   • If applicable, assign the purchase order to a work order or job by selecting the relevant company.

5.  

   6. Specify Inventory Location and Order Date 1:12

   

   • Assign an inventory location if necessary.

   • Enter the order date.

6.  

   7. Input Order By and Hold Code 1:24

   

   • Enter initials in the 'Order By' field.

   • Set a hold code if required.

7.  

   8. Set Payment Terms and Compliance Group 1:49

   

   • Specify payment terms for the purchase order.

   • Assign a compliance group and shipping location if necessary.

8.  

   9. Save and Add Line Items 2:05

   

   • Save the purchase order.

   • Add a new line item for the order.

9.  

   10. Select Line Item Type and Material 2:14

   

   • Choose the type of line item (e.g., job, inventory, expense).

   • Select the material for the line item.

10.  

    11. Enter GL Account and Required Date 2:26

    

    • Select the appropriate GL account for expenses.

    • Input the required date for the line item.

11.  

    12. Specify Units and Unit Cost 2:41

    

    • Enter the units and unit cost for the line item.

    • The total will automatically populate.

12.  

    13. Set Tax Code and Receiving Checkbox 2:56

    

    • Choose the applicable tax code.

    • Check the 'You receiving' checkbox if the purchase order needs to be received through the PO module.

13.  

    14. Finalize and Save Purchase Order 3:07

    • Save the purchase order once all details are entered.

14. Cautionary Notes

    • Ensure all fields are filled out accurately to avoid processing delays.

    • Double-check vendor information before saving the purchase order.

15. Tips for Efficiency

    • Use templates for frequently ordered items to speed up the process.

    • Keep a record of common vendors and materials for quick reference.

16. Link to Loom

    https://loom.com/share/6fe415e94c9745938f7c01fbb98ab887