Create a new Purchase Order

Objective: Create a new Purchase Order in the Parts Module

A purchase order, commonly referred to as a PO, is a document sent to a supplier or vendor to authorize a purchase. PO's commonly contain information such as item numbers, quantities, and prices. PO's are then recieved into inventory or billed directly to a work order.  

Step-by-step Instructions

1. Go to the Parts Module from the welcome portal.
2. From the upper right-hand corner, select Purchase Order.
3. Click the Add PO button to get started. A new window will appear.
4. The following fields are required:
   1. Vendor: Begin to type the vendor's name of where you'd like to purchase items from and select the appropriate name from the auto-fill list.
   2. PO Type: For example, you can select "Work Order" which will allow you to directly associate parts with a work order, or "Parts" to bring parts into inventory after receipt.
   3.  GL Account Code: This is where items on the PO will be expensed to on a ledger. This may be an inventory account, repair/labor account, and so on.
   4. Select the appropriate Store, Division, and Warehouse. 
5. Click Save. The PO is now created, and you can begin adding items to purchase.
6. Click the Lines tab at the top of the window.
   • You can add item part numbers and other misc. items that may not be considered "inventory-specific", such as labor, custom one-off parts, etc.
     
7. To enter an item, check the Part Mode box, filling out the following fields:
   1. Item Name: Begin typing the item name/number and select the appropriate item from the auto-fill list.
   2. Description: A general description of the item. If the part is found in the parts master, this field will be automatically filled in for you.
   3. Ordered Qty: How many of this single item you'd like to order.
   4. UOM: Depending on the item ordered, you may want to order it by fluid volume, measurement, per item, etc.
   5. Unit/Order Cost Price: If the part is found in the parts master, this field will be automatically filled in with the item's last cost price. Update the price as necessary.
8. Click Add. The item will now be added to the PO line table above.
   • If a part item is not in the parts master, you can still add it to the PO. It will not auto-fill any fields. Once this has been added to the Line-item table, you can click Add to add this latest item into your parts master.
9. Finally, click Save. You're done!

The Purchase Order is now complete. You can come back and add any additional items if the PO is not fully received.

Next Steps

Learn how to receive parts or items on a Purchase Order.