Purchase Orders Part 2

Accessing Purchase Orders

1. Go to the top menu and select P.O.
2. You will see a list of all previously created purchase orders (POs) with their status and details.
3. The Search Bar is located at the top-left corner. Use it to find specific purchase orders.
4. Click column headers to sort the list as needed.
5. Click the three dots on the right to access more options:
   • Edit: Modify an existing purchase order.
   • Preview: See how the purchase order looks before sending it.
   • Print: Print a copy of the purchase order.
   • Convert to Bill
   • Delete
6. You can perform bulk actions on multiple purchase orders:
   • Check the box next to each purchase order you want to select.
   • Click the More Actions button.
   • Choose to either Delete or Print Labels for the selected purchase orders.
7. Filter View You can filter the PO by status. Click on the dropdown box and select which status you’d like to view.
   • All
   • Open
   • Billed
   • Void
   • Sent
   • Partially Received
   • Inventory Received

• Send Mail: Email the purchase order to the vendor.

• Receive Inventory: This option appears only if inventory has not yet been received. Once items are delivered and verified, update the PO with invoice and delivery details.

Receiving Inventory for a Purchase Order

To record received inventory:

1. Enter the quantity received.

2. Choose the warehouse where the items should be stored.

3. If the items require serial numbers, enter them along with the Warranty Expiration Date (if applicable).

4. If the serial numbers do not match the quantity in the PO, a confirmation window will appear:

• Click Yes to accept the serial numbers as the received quantity (this overrides the PO quantity).
• Click No to return and adjust the serial numbers.

5. Save the changes. A success message will appear, and the items will be added to inventory.

6. The PO will be updated to reflect the received quantity.

Creating a Purchase Order from a Job

If a job requires parts from a vendor, you can create a purchase order directly from the job and link it for easy tracking.

• Convert to Bill – Convert the PO into a bill.
• Delete – Remove the PO if needed.