Before you can start using the Part Purchase Orders module, you must first have data established in the Warehouses, Parts and Vendors modules.

1. In the Warehouse Inventory > Purchase Orders module, click Add . The Purchase Orders form opens.
2. Enter a PO Number (required).
   • PO Number will be auto filled when the Auto Generate PO Number option is on.
3. Enter a Date for this purchase order (required).
   • Once the record is saved, the PO Number and Date cannot be modified.
4. Open the Vendor ID picklist to select a Vendor from whom the Parts are being ordered (required). The picklist displays all the Vendors you have established in the Vendors module.
   • If the Vendor listed in the PO is marked as Restricted, then only the Parts associated with that Vendor (via the Vendors module) are available later when adding Parts to the Purchase Order.
5. Open the Work Order picklist to select a Work Order with which to manually link the Purchase Order.
   • The actions made in the Purchase Order record will not affect the linked Work Order. This link simply identifies that the Purchase Order exists for a particular Work Order.
6. The Items Cost field read-only and calculates the sum of total costs from all the received Parts on the Purchase Order.
7. Enter other fields as desired.
8. Click Save . The new record appears in the grid.

1. In the Warehouse Inventory > Purchase Orders module, click the to expand the desired Purchase Order record.
2. Click the Toolkit in the Parts grid and select the Create Purchase Order Part toolkit. The following pop-up opens:

   

3. Select a Part using one of these methods:
   • Enter a UPC Code. The system checks the Vendor > Vendor Parts grid for a Part with the matching UPC Code. When it finds one, the system completes the Part ID and Vendor Part ID fields.
   • Select the Parts picklist to select a Part ID (required). The system checks the Vendor > Vendor Parts grid for a Part with the matching Part ID. When it finds one, the system completes the Vendor Part ID and UPC Code fields.
   • Enter the Vendor Part ID. The system checks the Vendors > Vendor Parts grid for a Part with the matching Vendor Part ID. When it finds one, the system completes the Part ID and UPC Code fields.

     Note: The look-up method available is controlled by the integration option set in the Work Options module. If the Make Vendor Part No. the Default for Part Lookup option is enabled, the Vendor Part lookup is enabled. If it is inactive, the Vendor Part lookup is read-only.

     Note: If the Vendor listed in the PO is marked as Restricted, then, only the Parts associated with that Vendor (via the Vendors module) are available in the Part ID pick-list.

4. Click Select. A Part is added to the Purchase Order.
5. Open the newly created Parts record. The Vendor Unit of Measure, the Vendor Unit Cost and Ratio are pre-populated. This information was pulled from the Vendor Part record, which is established in the Vendor Parts module.
6. Enter the number of Units.
7. The Received and Remaining fields are calculated by the system.
   • As you begin to receive Parts on the Purchase Order, these fields will re-calculate to show the amount that has been received and the amount that is still left to be received.
8. Click OK. A Part is added to the Purchase Order.

1. In the Warehouse Inventory > Purchase Orders module, click the to expand the desired Purchase Orders record.
2. Click the Toolkit in the Parts grid and select the Add Multiple Items tool. A popup similar to the following appears:

   

   • This list will only display Parts that are associated to the Vendor listed on the Purchase Order.
   • If the Purchase Order's Warehouse ID field is filled out, the list will only display Parts associated to the Vendor and currently associated to the Warehouse.
3. Select one or more Parts from the list to add to the Purchase Order.
4. Click Select. The Part(s) are added to the Purchase Order > Parts grid.

1. In the Warehouse Inventory > Purchase Orders module, click the to expand the desired Purchase Orders record.
2. In the Parts grid, select one or more records:
   • The toolkit requires that all of the selected Parts have a Quantity.
   • The tool is inactive if any of the selected Parts is already logged.
3. Select the Toolkit and select Complete W/O Default Location | Selected Record(s). The following PO Receipt pop-up appears:

   

4. The Reference No. is automatically populated with the PO Number. You may change this to a user-defined value. This is a required field.
5. Enter a Date the shipment was received (required).
6. Enter Comments if desired.
7. Click Ok. The following updates are made:
   • A receipt is created in the PO Receipts grid with the following fields automatically populated:
     • Date (Defined when completing toolkit)
     • Reference Number (Defined when completing toolkit)
     • Total: This is a calculated field. It is the summation of the Total Cost fields from the linked PO Receipt Details records.
     • Logged won't be checked since the location where the parts should be placed hasn't yet been selected.
   • A related record is created in the PO Receipt Details grid. A record is created for each PO Part that was selected for the "Complete w/o Default Location" toolkit. The following fields should be automatically populated in each PO Receipt Detail record:
     • Part ID (Pulled from PO Part record, Part ID field)
     • Vendor Part ID (Pulled from PO Part record, Vendor Part ID field)
     • Vendor Qty (pulled from PO Part record, Vendor Units field)
     • Vendor Unit Cost (pulled from PO Part record, Vendor Unit Cost field)
     • Part Quantity (Pulled from PO Part record, Part Quantity field)
     • Part Unit Cost (Pulled from PO Part record, Part Unit Cost)
     • Location and Warehouse should not yet be filled out.
8. After completing this, you must select the new record in the PO Receipts Details grid.
9. Edit the PO Receipt Details record and update the Warehouse and Location where the parts were stored.
10. Click Save. The Purchase Order Part will be marked as Logged and the Received Quantity will be entered back on the Part record.

1. In the Warehouse Inventory > Purchase Orders module, click the to expand the desired Purchase Orders record.
2. In the Parts grid, select one or more records:
   • The toolkit requires that all of the selected Parts have a Quantity.
   • If the record has already been logged you will get a message that it cannot be changed.
3. Select the Toolkit in the Parts grid and select Complete With Default Location | Selected Record(s). The following PO Receipt pop-up appears:

   

4. The Reference No. is automatically populated with the PO Number. You may change this to a user-defined value. This is a required field.
5. Enter a Date the shipment was received (required).
6. Enter Comments if desired.
7. Click Ok. The following updates are made:
   • PO Receipts: A new record is added with all fields automatically populated.
     • Date (Defined when completing toolkit)
     • Reference Number (Defined when completing toolkit)
     • Total : This is a calculated field. It is the summation of the Total Cost fields from the linked PO Receipt Details records.
     • Logged will be checked since the default location was already selected.
   • PO Receipts Details: One or more new records are recorded in this grid. A record is created for each PO Part that was selected for the "Complete with Default Location" toolkit. The following fields should be automatically populated in each PO Receipt Detail record:
     • Part ID (Pulled from PO Part record, Part ID field)
     • Vendor ID (Pulled from PO Part record, Vendor Part ID field)
     • Vendor Qty (pulled from PO Part record, Vendor Units field)
     • Vendor Unit Cost (pulled from PO Part record, Vendor Unit Cost field)
     • Part Quantity (Pulled from PO Part record, Part Quantity field)
     • Part Unit Cost (Pulled from PO Part record, Part Unit Cost)
     • Warehouse ID (This is the Default Warehouse ID from the Part record)
     • Location ID (This is the Default Location ID from the Part record)

1. In the Warehouse Inventory > Purchase Orders module, click to expand the desired Purchase Order record.
2. Open the Parts grid. Select one or more records.
   • The toolkit requires that all the selected parts have a Quantity.
3. Click the Toolkit and select the Complete W/O Default Location | Selected Record(s). A PO Receipt dialog appears:

   

4. The system automatically assigns a Reference Number for tracking purposes; however, this number cannot be modified.
5. Enter the Date the shipment was received (required).
6. Enter Comments if desired.
7. Click Ok. The following modules are updated with new records:
   • PO Receipts: A new record is added with all fields automatically populated:
     • Date (Defined when completing toolkit)
     • Reference Number (Defined when completing toolkit)
     • Total: This is a calculated field. It is the summation of the Total Cost fields from the linked PO Receipt Details records.
   • PO Receipt Details: One or more new records are recorded in this grid. A record is created for each part that was selected for the "Complete with Default Location" toolkit. The following fields should be automatically populated in each PO Receipt Detail record.
     • Part ID (Pulled from PO Part record, Part ID field)
     • Vendor Part ID (Pulled from PO Part record, Vendor Part ID field)
     • Vendor Qty (This field is blank. The value from the PO Part record is not carried over.)
     • Vendor Unit Cost (pulled from PO Part record, Vendor Unit Cost field)
     • Part Quantity. This field is set to "0.00." The value from the PO Part record is not carried over.
     • Part Unit Cost (Pulled from PO Part record, Part Unit Cost)
     • Warehouse and Location are filled out with the part's default warehouse and location.
8. After completing this, you must select the new record in the PO Receipts Details grid.
9. Edit the PO Receipt Details record and update the Warehouse and Location where the Parts were stored.
10. Click Save. The Received Quantity will be appear in the Part History grid.

1. In the Warehouse Inventory > Purchase Orders module, click the to expand the desired Purchase Orders record.
2. Open the Parts grid. Select one or more records.
   • The toolkit requires that all of the selected parts have a Quantity.
3. Click the Toolkit and select Partial with Default Location | Selected Record(s). A PO Receipt dialog will open:

   

4. Reference No is automatically populated with the PO Number. This may be changed to a user-defined value. This is a required field.
5. Enter the Date the shipment was received (required).
6. Enter Comments if desired.
7. Click Ok. The following modules are updated with new records:
   • PO Receipts: A new record is added with all fields automatically populated:
     • Date (Defined when completing toolkit)
     • Reference Number (Defined when completing toolkit)
     • Total: This is a calculated field. It is the summation of the Total Cost fields from the linked PO Receipt Details records.
   • PO Receipt Details: One or more new records are recorded in this grid. A record is created for each PO Part that was selected for the "Complete with Default Location" toolkit. The following fields should be automatically populated in each PO Receipt Detail record.
     • Part ID (Pulled from PO Part record, Part ID field)
     • Vendor Part ID (Pulled from PO Part record, Vendor Part ID field)
     • Vendor Qty (This field is blank. The value from the PO Part record is not carried over.)
     • Vendor Unit Cost (pulled from PO Part record, Vendor Unit Cost field)
     • Part Quantity. This field is set to "0.00." The value from the PO Part record is not carried over.
     • Part Unit Cost (Pulled from PO Part record, Part Unit Cost)
     • Warehouse ID (This is the Default Warehouse ID from the Part record)
     • Location ID (This is the Default Location ID from the Part record)