A purchase order, often referred to as a PO, is a document that is issued by a buyer to a seller for products and/or services. The Purchase Order module allows you to create, view, and edit purchase orders. Once goods are received, you can use the Receiving module to receive inventory into the system.
- From the Main Menu navigate to Purchasing > Purchase Orders
Consignment Type Parts
Outsource BOM Purchase Order
Receive Purchase Orders Incrementally
Purchase Order – Vendor Deposit Process
Closing Short a Purchase Order or Purchase Order Lines
Applying Discounts, Fees and Credits to Purchase Orders/Bills
How to merge purchase orders?
How to use the Auto Resupply feature?
How to purchase items in a foreign currency?
How to create an outsource BOM purchase order?
When do goods on Purchase Orders get valued as Assets?
What reports can help with Reconciling Purchase Orders?
How to fulfill a Bill of Material Outsource Purchase Order?
How to see what Purchase Orders have not been received?
List Detail – The landing page for the Purchase Order module and where to access all existing purchase orders
New – Create a new purchase order
Profile – Manage order lines and view important order information
Details – Edit order-specific details
Dropship Confirmation – Confirm a vendor’s deliver of a dropship order
Notes – Make internal notes about an order
Operations – View workflow steps associated with this order
Custom – Manage order-level custom fields
Documents – Attach documents to the order
Ledger – View accounting details related to the order
To Do – Create and manage tasks for this order
Audit – View the audit history for this order
Note: Actions will be shown or hidden based on the order type, status, workflow, and user permissions.
Clone Purchase Order – Creates an identical copy of the order. Dates will be recalculated if the vendor has a designated lead time (either default or for each part, specifically). A clone modal will populate to ask about including Notes and Memos as well. NOTE: LOCATE will background the process of cloning larger orders to prevent timeouts. Any order under 20 lines will be cloned during the API call, but any order larger than this will have its lines cloned in the background and a system alert will appear on the order until the cloning process is complete.
Issue Purchase Order – Once the purchase order is ready to be added to the receiving queue, you will need to change the status to issued. Issuing a purchase order does not prevents adding additional items. Any PO over 25 lines (including child lines) will haves its issue backgrounded.
Create Return Order – Create an RTV for this order. This action will open a modal that lets a user select which lines should be returned. See the Return Order module for further directions.
Receive Purchase Order – Create a receipt for the receivable lines on the purchase order. User must be logged into the destination site to perform this action.
Reconcile Purchase Order – Create a reconcile for the reconcilable lines on the purchase order. User must be logged into the destination site to perform this action if the Enforce Site-Specific Reconciliation setting is turned on.
Prepay Purchase Order – Create a reconcile to pay a deposit against the purchase order. This will create a deposit-type reconcile and, when that’s finished, a deposit bill in QuickBooks. Once the bill is reconciled in LOCATE, any prepayments will be distributed across the final bill as it syncs to the accounting software.
Confirm Vendor Receipt – During a BOM outsource workflow, vendor confirmation provides an extra step between shipping company supplied items and receiving the vendor’s output, to indicate that the vendor received the company inputs and is working on the order. In order to perform a vendor confirmation, any associated company supplied inputs must first be in stock at the vendor site. Vendor confirmation will queue the output part for receiving, and the vendor supplied input will be ready to reconcile.
Receive Vendor Purchase Order – When a purchase order is created to ship goods from one vendor to another, this action will complete the receipt workflow.
Unissue Purchase Order – Unissue the purchase order. Any PO over 25 lines (including child lines) will haves its unissue backgrounded.
Copy to Transfer Order – Create a transfer order with the lines of a completed purchase order. This action will open a modal that lets the user select the site where the goods should be transferred. NOTE: that Purchase Orders with Outsource BOM lines will have the option in this modal to “Transfer Outsource Inputs Only” – this will transfer only company supplied input lines from the user’s current site to the vendor’s site.
Send Email – This action will open the Send Email modal. Users can send an email as needed.
Close Short All Lines – This action will close short all lines on the purchase order which have been partially received. Any lines for which no quantity has been received will be voided. Any line items which have been fulfilled will remain fulfilled. The order status will change to Complete.
Void Purchase Order – This action will void all line items on the purchase order and change the status to Voided.
Delete Purchase Order – Deleting just removes the record from the list view and archives the record in the module Trash Can where it can be restored if needed.
Unissued – A purchase order that has been created, but not yet issued for receiving/pre-payment/pre-reconciling. The order can still be revised in this status.
Issued – The order has been confirmed and sent to the vendor. Any workflow steps have been initiated. The order can still have lines added to it.
Complete – The order has been received and reconciled in full. The order can not be edited to changed in any way.
Voided – The order has been cancelled.
Purchase Order Fields
|Field Name||Field Description||Field Options||Field Notes|
|Number||The Purchase Order number||If not provided, the next available PO number will be auto-assigned.||To configure the format of auto-generated PO numbers, visit the Purchase Order Settings page|
|Vendor||The supplier of the goods or service being requested on the Purchase Order||Vendors can be managed from the Vendor module||Can search by Vendor Aliases in the Vendor field.|
|Vendor Number||A number associated with this vendor|
|Type||The type of purchase order||Standard – A standard purchase order where you are purchasing goods or services from a vendor. This order can be shipped to you or to another vendor. |
Dropship – This order type is created automatically from a sales order. The vendor will ship the items directly to your customer.
Return – This order type is created automatically by an RTV and is intended to return items you’ve purchased to your vendor.
Resupply – Using the auto-resupply feature, purchase orders may be automatically created for parts that fall below their given reorder points.
|Vendor SO Number||The sales order number from the vendor’s company that coorelates to their side of the transaction.|
|Created By||The user or service that created the purchase order|
|Created At||The date and time on which the purchase order was created|
|Updated At||The date and time of the last change made to the purchase order|
|Issue Date||The date and time at which the purchase order was issued|
|Confirmed Date||The date the vendor confirms receipt of the purchase order|
|Scheduled Fulfillment Date||The date on which the order is scheduled to be fulfilled by the vendor|
|Expected Delivery Date||The date on which the line is expected to be delivered to the destination|
|Next Delivery Date||If there are several shipments expected, this is the expected date of the next incoming delivery.|
|Completed Date||The date and time at which the purchase order is completed. This means the purchase order has been received and reconciled in full.|
|Total Cost||The total sum cost of the purchase order lines, including any fees, discounts, estimated taxes, etc.|
|Priority||The priority of the order, or the urgency with which this order should be prioritized.||Low|
|This field can be factored into prioritizing certain operations, such as picking.|
|Carrier||The order’s shipping service||Carriers can be managed under the Carriers module.||This will be auto-populated with the vendor’s default carrier.|
|Carrier Service Level||The order’s shipping service level||Carrier Service Levels can be managed under the Carriers module.||This will be auto-populated with the vendor’s default carrier service level.|
|Vendor Contact||A contact from the vendor’s company who should be contacted for questions about the purchase order.||Vendor contacts can be managed from the Contacts tab in the Vendor module.|
|Shipping Terms||Determines who pays for the shipping cost of the order.||Shipping terms can be managed from the Shipping Term module under the Setup menu.||This will be auto-populated with the vendor’s default shipping terms.|
|FOB Point||Free on Board Shipping Point – determines at which point the goods change ownership from vendor to customer.||FOB points can be managed from the FOB Point module under the Setup menu.||This will be auto-populated with the vendor’s default FOB point.|
|Show Estimated Tax||Determines whether or not LOCATE should estimate a tax value for the purchase order|
|Memo||A message intended to be seen by someone outside of your company, e.g the vendor||This field can be optionally shown on many purchase order reports.|
|Priority||The selected priority of the purchase order||Low|
|Priority is used for sorting, filtering, and reporting purposes only|
A Payment Term determines when a buyer must pay a seller for the goods or services received. The term will typically define either a certain period of time after the completion of the sale or a specific day of the month.
|This will be auto-populated with the vendor’s default payment terms.|
|Ship Site||The site to which the purchase order will be delivered.||Sites are managed in the Site module.|
|Ship Address||For Standard and Resupply orders, this will be the address of the destination site. For dropship orders, it will be your customer’s address. For return type order, it will be your vendor’s address.||This will be auto-populated with the ship site’s address|
|Remit Address||The address to which payment should be sent.||This will be auto-populated with the vendor’s default remit address|