Enter New Purchase Orders

Overview

One of the ways Purchase orders can be create in TRX is through the Enter New Purchase Orders screen. This is where you would enter purchase orders for replenishing stock for in house inventory sales. 

Detail

Open

PUR>PO Processing>Enter New PO

•  Upon entering the "enter new purchase order" screen your curser will be taken to the PO Date box this will be the date of the purchase order. By pressing the tab button the box will default to the current date and take you to the Promise Date, but this date can be changed if needed.

• The Promise Date is the date that the vendor has said that the item will arrive. This field can be left blank and will not default to any value.

• The Expected Date will default to the same date as the promise date but can be changed or left blank.

• The PO can have an Expiration Date. This is essentially the number of days that a purchase order can remain valid. This number of days is defined in the purchase order setup screen and this date will automatically populate based on the predetermined amount of days and the "PO date". If the expiration date is set to 90 days it will trigger this PO will expire 90 days from its creation date. (or PO date)

• After tabbing through the expiration date you will be taken to the Vendor, the vendor is whom this purchase order will be sent to or who you will be buying from. You can enter the vendor number if you know it or press the F9 button and you will be taken to the Find Vendor screen so you can look the vendor up.

• Choose your vendor and press the Tab key. Once the vendor is selected, the default information for that vendor will auto populate into the remaining fields. The default "Send PO To" will be your first stop. This is the contact name the PO will be sent to, this is set up in AP Vendor setup for this vendor. There may be more than one option so you can tab through the field to accept or use the F9 key to see your options.

Open

PUR>Purchasing Special Functions>Purchasing Setup

• The "Ship items to" is a default that is set up in the purchasing set up PUR > Purchasing Special Functions > Purchasing setup > Tab #2 Defaults. This is where the items that you are purchasing will be sent. Normally this would be your warehouse but it can be changed to any ship to that you have defined. If you do not see the option that you need in the F9 lookup, a new one can be created at PUR > Purchasing Special Functions > Ship to Addresses.

• The Ship Via will be the next default box and that will also be a purchasing setup default. This would be how the items will be shipped to your warehouse or location; you can choose the default or F9 for a list. If the means of shipping that you need is not on the list you can create them at AR > AR Special Functions > Ship to Codes.

• Next will be the Buyer, this is the person who is purchasing for the company and that is also a default setup item. If you do not see the person you need on the buyer list when you F9 you can add them at PUR > Purchasing Special Functions > Buyers.

• Terms – Terms are specific to the vendor, they will default in from the vendor's setup in the AR Vendor setup screen. These are the terms that the vendor gives you and will determine when this PO receipt invoice will start showing on the vendor aging report.

• FOB code is your Freight On Board status and there will not be a default in this box you will have to add one. The FOB list is set up in the SYS menu at SYS > FOB Codes Setup.

• The Warehouse is the warehouse that you are buying the items to be stored in. Choose the warehouse code or press F9 for a list. The warehouse is tied to the Buyer and this tie was created in buyer setup.

This is the last of the general information that will be entered on the main tab. When you press Enter or Tab you will be taken to the Misc. tab to enter more information. If you have the "TRX will assign Next PO Number" box checked in the purchasing setup TRX would assign a PO number to this PO at this time. 

Miscellaneous Tab

• After you finish adding information to the main tab you will be taken to the Misc. tab and settle in at the Partial Receive check box. By checking this box you will be allowing this PO to not be fully received at one time. If left uncheck the receiving of this PO will be an all or nothing proposition.

• By checking the confirming PO you will be stating that this PO is a confirmation of a verbal order.

• If you would like the Line Item Costs to show on a purchase order you would need to check this box. This will default to yes.

• On the Line item detail there is another misc. tab. It is here that the vendor part numbers show on the PO entry screen. If you would like those part numbers to show on the purchase order you need to mark this box.

• The user ID will automatically put in the ID of whoever placed this order and the cursor will not hit this field. Next is the On Receipt, Email buyer with. This field is deceiving; in this field you place the name of an email template that has been set up in SYS > Email Templates if you would like the buyer to be notified when received.

PO Comments Tab

• There are two fields on the PO Comments tab - the first being PO comments. Here you will type in any comments that you would like to leave for yourself on the Purchase Order. There is an option in purchasing setup that you can turn on to have these comments print on the actual PO.

• The AP comments field is where you will leave comments for the Accounts payable department. Any comments that are typed in here will display on the voucher screen for AP to see when they choose a waybill from this PO.

Shipping Marks

• After the comments tab you will be taken to the shipping Marks tab where you will enter, oddly enough, Shipping Marks. These are optional and will print instructions as to which order or project this PO was created for, on the PO report and receiving ticket.

History Tab

Shipping marks is the last PO information field you are required to fill out from here you will be taken to the line item detail field where you will enter the line items or items that you will be purchasing. One of the tabs that we did not cover can be very helpful in this next task is the history tab. This tab will give you an order history for this vendor outlining previous POs, the items on them, how many were bought and for how much. You can even double click on the individual line and add it directly to the line items on the current PO. 

Notes Tab

The notes tab is the final tab in the general PO information section. Your cursor will not go here as part of the normal data entry you will have to mouse to this tab. This is where you would enter information that you would want to travel with this purchase order. By checking the public button you will make this information available to everyone. 

Line Item Detail

The bottom half of the PO entry screens is the real reason you are here. This is where you add the items that you need to purchase. Entering items on a purchase order is just like entering items on an order. Your curser will default to the first line; you can type your item number here or press F9 to go to the find item screen. There are also some hidden features here that are very useful. By right clicking on the line item field a new menu appears offering you the following menus: 

• Detail Search – this will call the find item screen so that you can do a detail search of the whole TRX database of items.

• Properties – Clicking on the properties menu when there is an item on the line will take you to an item query screen for that item. This screen will give you all the costs and attributes associated to this item.

• Show Quantities – If there is an item in the line when you right click this screen will tell you how many of these items are on order, allocated, on hand and available for each warehouse.

• Substitutions – in item set up there is a tab that allows you to set substitute items for the parent item. If there are any viable substitutions for this item they will display on this screen as well as to what warehouse they are in.

• Help – never choose this option.

• Choose the line item that you would like to bring in to the order press enter.

• You will drop down one field to the description, this field will default in from the item setup but it can be changed here for the current PO only.

• The next field you are taken to is the Qty ordered field as you might have guessed this is the field that you will add the qty that you are ordering.

QTY's and Cost Tab

• The first tab on the line item detail screen is the quantity and costs. The first stop in this tab is the Unit of Measure Box. In the vendor tab of item setup there is a purchase unit declared this is the unit of measure that will default into this box. You can order any unit that is defined in the item setup's unit of measure tab. You can F9 for your options.

• Unit cost – is the amount you will be paying for the item based on the unit of measure that you have chosen when you press enter or tab the extended amount will populate. It is the calculation of how much you are ordering by the unit cost

• Warehouse – this is the warehouse you will be receiving the items into. If you have multiple warehouses make sure the correct warehouse defaults into this field.

• Discount percent – You can declare a discount percent for each line item, there is also a discount percent box on the main information tab of the PO, if there is an amount in that box it will default to each line item but can be edited at the line item level.

At this point if you were to press enter or tab the curser would drop down to the next line item and you would keep entering items until your order was complete and then save or process. However there is quite a bit of information that did not get touched on so I will keep explaining the rest of the fields in the Purchase Order entry screen. What they are telling you and how they affect the PO.

• Tolerance – The cursor will skip over the tolerance field but it you need to limit the amount of item that are received over the ordered amount you can set tolerance. If you set a tolerance of ten percent on a ten-piece order the receiving department will not be allowed to receive over eleven items.

Projects Tab

If this were a Projects PO this tab would have the information needed to tie the PO to a project. This information is created automatically when you create a PO using the create PO function inside of the material plan of a project. The Project Number that the PO belongs to, its task, sub-task (which is set in project setup) will all populate at creation. There are also four check boxes that further define the PO and project relation.

• Mark – Marks the PO with markings of the projects

• Bill – Is this item to be considered billable

• Freight – This check box will denote if the line item is a freight line item

• Install – this check box will denote if the item is an install

The final two items on this tab are Tax which is a yes (Y) or no (N) option and AQ Line item. The AQ line item and TRX line items are synonymous. Each project item will have a line item number and this is where it gets displayed on the Purchase Order if it is a project purchase order. 

Dimensions

 The next tab that you have on the line item detail section is the Dimensions tab. If an item has dimensions defined in the item setup they will populate into this tab. This information will be exported in a file that can be used by our UPS World Ship interface if you are using it. Items that do not have this information can be edited at INV > Enter change Item. The item weight will be for an individual item and the extended weight will calculate the total amount for the line item. The total weight of the order will be the summation of the extended weights. The weight, height, length and width can all be entered into this field. 

GL Accounts

Every transaction in TRX has a general ledger trail associated with it. The G/L accounts tab will let you see which general ledger accounts will be affected by this transaction when it is received. In the example above the receipt will trigger a debit to the 1200 inventory branch 1 account and a credit to the inventory accrual branch 1 account. Every PO receipt will hit an inventory account and an accrual account. 

The dates tab will hold the Date Promised and Date Expected, these dates default in from the PO general information that you have already entered but it can be changed if needed. If dates are entered here they will

Miscellaneous Tab

The final tab on the line item detail for the PO entry is the Miscellaneous Tab, here you will find the line comments that are imported in from the item setup and a check box that will determine if the comments will print on the purchase order or not. Also you will find the vendor's part number. On the item setup, vendors tab; each vendor has a box for part number, which is the number that will default into this box.
Note: there is a setup function in purchasing setup that will default to the manufacturer's part number if a vendors part number does not exist.