📝 Overview
You can create, edit, delete, print, and email purchase orders. A purchase order, or PO, is a commercial document used to request someone to supply something in return for payment. POs are typically sent to suppliers when ordering products.
To open the PO screen, click the POs button or click Edit Purchase Orders from the Accounting pull-down menu. Purchase orders can be organized by status, date, or supplier name.
➕ Add or Edit a Purchase Order
Purchase orders are also added when a product is put on order from the Ordering screen.
Click the Add PO button, or highlight the PO to edit and click the Edit PO button.
The Add Purchase Order/Edit Purchase Order screen appears.
Select the date created in the Date created field. The current date appears by default.
(Optional) Select a Date due date.
Select the Status as one of the following:
Open: The PO is still open and you're awaiting receipt of products on the PO, or you need to pay the supplier
Closed: Once items are received and you've paid the supplier, the PO is considered closed. You can optionally check the Add items to the General Ledger box to add the items on the PO to the General Ledger
Enter the product ID in the ID column. To search for the ID, double-click the space in the ID column, select your product from the list, and click OK.
After you select a product ID, the Description, Make, Size, Category, and Wholesale Price columns populate automatically. These values are based on what you've entered on the Products screen.
Enter the quantity you'd like to order in the Qty Ordered column.
Repeat steps 6-8 for each item to add to the PO.
Enter the shipping cost.
Select the supplier the PO is going to in the Supplier Information section. If the supplier has already been added to the database, the appropriate fields populate when you select the supplier. To add a new supplier, click the Add Supplier button.
Click the Save button.
To physically place the order, you can now email, fax, or call the supplier with the purchase order.
📧 Email a Purchase Order
Send a purchase order to your supplier directly from the software.
Highlight the PO to email.
Click the E-mail PO button.
The E-mail screen appears.
Most fields auto-populate based on the supplier entry. Enter the following information if any fields are missing:
Name: Your contact at the supplier
E-mail: The contact's email address
Subject: The subject of the email
E-mail To Body: The body of the email
E-mail From Body: Any message you'd like to include in the 'From' section of the purchase order
Click Send to send the purchase order by email.
Click OK.
🖨️ Print Purchase Orders
Before printing a purchase order, set up the print format. Then print a single PO or a list of POs.
🎨 Set Up the Print Format
Add your business information and an optional logo to printed purchase orders.
Click the Print Setup button.
The Purchase Order Print Setup screen appears.
Modify the following information to suit your needs:
From: Your business information
Comment: Any other comments you'd like to include
Graphic file: To print a graphic on the purchase order, like a company logo, click the Select button to choose the file from your computer
Top: The graphic's distance from the top of the PO
Left: The graphic's distance from the left side of the PO
Height: The graphic's height
Width: The graphic's width
Click OK.
📄 Print a Single PO
Print one existing purchase order.
Click to highlight the purchase order.
Click the Print Single PO button.
The Printing Options screen appears.
Make the appropriate printer and page selections and click the Print button.
📑 Print the PO List
Customize and print a list of your purchase orders.
Click the Customize View button.
Use the Add, Remove, Move Up, and Move Down buttons to organize the Display column.
Click OK to return to the Purchase Orders screen.
Click a column heading to organize the list.
Click the Print List button.
The Printing Options screen appears.
Make the appropriate printer and page selections and click the Print button.
🗑️ Delete a Purchase Order
If you delete a purchase order and its products are set to auto reorder, those products are added back to the Products that need to be ordered list.
Use the Search by Status and Date Range sections to display the appropriate POs. It's okay to leave those sections set to All.
Highlight the appropriate PO.
Click the Delete PO button.
The Are You Sure? screen appears.
Verify your selection and click Yes to permanently delete the PO from the database.