Editing Purchase Orders
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Purchase Orders (PO) should be used for all adding of inventory items (rather than adding stock) for proper inventory control. | Purchase Orders (PO) should be used for all adding of inventory items (rather than adding stock) for proper inventory control. | ||
+ | == Create PO from an order == | ||
+ | When building your service or install order, you will use the [[Material Allocation]] window to allocate stock in your warehouses for your service or install order. If there is no stock in your warehouses to allocate to the order, you can easily create a purchase order directly from the service or install order. | ||
− | + | '''Allocate Stock to the Order''' - (check to see if you need to place a PO) | |
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− | <br> | + | <br>1. In the service or install order, click''' Actions > Inventory Allocation'''. |
+ | <br>2. In the Material Allocation window, locate any material with the Item Status of Has Jit Items ('''1''' in image below). | ||
+ | <br>3. Click '''Select''' ('''2''' in image below). | ||
+ | <br>4. In the Select Inventory Item window, if there is no stock available you will need to place a purchase order. | ||
− | + | [[File:HasJitItems_NoStock.jpg]] | |
− | + | Click <u>[[Material Allocation]]</u> to learn more about the Material Allocation window. | |
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− | < | + | <h3>Place a Purchase Order from the Service or Install Order</h3> |
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− | + | <br>1. In the service or install order, click Actions > Create PO for JIT-only Items. | |
− | + | <br>2. A purchase order is generated for all material with the Item Status of Has Jit Items. The vendor on the purchase order is the default vendor the the material. | |
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+ | [[File:CreatePOforJIT.jpg]] | ||
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− | < | + | <h3>Error Creating Purchase Order</h3> |
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− | + | <br>If you receive an error after clicking Actions > Create PO for JIT-Only Items, then you don't have a vendor selected on the material you are placing the PO for. | |
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[[File:ErrorCreatingPurchaseOrder.jpg]] | [[File:ErrorCreatingPurchaseOrder.jpg]] | ||
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'''Select the vendor for each material you are placing a PO for:''' | '''Select the vendor for each material you are placing a PO for:''' | ||
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<br>1. In the service or install order, select the Materials tab (or the Order Items tab) | <br>1. In the service or install order, select the Materials tab (or the Order Items tab) | ||
<br>2. Double click on the material you are placing a PO for. | <br>2. Double click on the material you are placing a PO for. | ||
− | <br>3. | + | <br>3. Locate the Vendor field. If you don't see the vendor field, click Show Details and the vendor field will display. |
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[[File:SelectVendor.jpg]] | [[File:SelectVendor.jpg]] | ||
− | <br>4. Select the vendor and click OK. Now you can click | + | <br>4. Select the vendor and click OK. Now you can click Actions > Create PO for JIT-Only Items. |
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<h3>Jump to the Purchase Order</h3> | <h3>Jump to the Purchase Order</h3> | ||
# Click the '''Purchase Order''' tab. | # Click the '''Purchase Order''' tab. | ||
# Double click on the PO you want to open and SME will jump to the PO. | # Double click on the PO you want to open and SME will jump to the PO. | ||
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− | + | [[File:PurchaseOrdersTab.jpg]] | |
− | <br>-If more than one material you are placing a PO for is going to the same vendor, then the material will be on one purchase order for the | + | |
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+ | '''*NOTE*''' | ||
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+ | <br>-If more than one material you are placing a PO for is going to the same vendor, then the material will be on one purchase order for the vendor. | ||
<br>-Once the PO is created, you can change the vendor by going directly to the Purchase Order. | <br>-Once the PO is created, you can change the vendor by going directly to the Purchase Order. | ||
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<br>- When you receive the items on the PO, the stock will be automatically reserved for the service or install order the PO was created from. | <br>- When you receive the items on the PO, the stock will be automatically reserved for the service or install order the PO was created from. | ||
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== Create PO in Inventory Module == | == Create PO in Inventory Module == | ||
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# To print, select Standard Purchase Order. | # To print, select Standard Purchase Order. | ||
# To email, select Email Standard Purchase Order. | # To email, select Email Standard Purchase Order. | ||
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== Create PO from the inventory item == | == Create PO from the inventory item == | ||
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<br>6. In the '''Add Items to Order''' window, click [[File:I.png]] next to the Item Name field. (circled in image below). | <br>6. In the '''Add Items to Order''' window, click [[File:I.png]] next to the Item Name field. (circled in image below). | ||
− | [[File: | + | [[File:I_Circled.png]] |
<br>7. Select the material from the inventory list. | <br>7. Select the material from the inventory list. | ||
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<br>10. '''Save''' the Purchase Order. | <br>10. '''Save''' the Purchase Order. | ||
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+ | <h3><u>To print the PO</u></h3> | ||
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# Click '''Print/ Email'''. | # Click '''Print/ Email'''. | ||
# To print, select Standard Purchase Order. | # To print, select Standard Purchase Order. | ||
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− | == | + | == Create PO for parts below minimum level == |
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− | + | On each inventory item, you can set a minimum on hand amount. You can then search your inventory items and compare available and minimum on hand amounts or you can create a PO for your vendor and let SME find items below minimum levels. | |
− | + | # Go to '''Purchase Orders''' in Inventory Module. | |
+ | # Click '''New''' and select the vendor. The vendor information will populate the Vendor tab on Details and Settings. Fill out the rest of the fields on Details and Settings tab as needed. | ||
+ | # Click '''Actions''' > '''Add from Minimum Level Inventory'''. | ||
+ | # The inventory items below minimum levels will display. Double click on the items to add them to the PO. | ||
+ | # Click '''Shipping Notes''' to add shipping notes to the PO. | ||
+ | # Click '''Save'''. | ||
− | + | You can also automatically create all PO's requiring min levels. Note that this method creates all PO for parts below minimum level inventory. It will make the order based on the default vendors for the inventory. Note also, that if you have other un-received PO's it will create a new PO since the parts are still below the min until open POs are received and go into stock. | |
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− | + | [[File:MinLevelPO.png|right]] | |
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− | + | # Go to '''Utilities''' module and click '''Utilities'''. | |
+ | # Click '''Inventory'''. | ||
+ | # Click '''Create Minimum Level Purchase Orders'''. | ||
+ | # Click '''Run It'''. | ||
− | + | The PO’s will be generated for you. | |
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+ | <u>'''To print or email the PO: | ||
+ | '''</u> | ||
+ | # Click '''Print/ Email'''. | ||
+ | # To print, select Standard Purchase Order. | ||
+ | # To email, select Email Standard Purchase Order. | ||
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− | <br> | + | == Receiving parts on a PO == |
+ | # Go to the Purchase Order. | ||
+ | # Select the '''PO Items''' tab. | ||
+ | # Select the item on the tab and click '''Receive Item'''. | ||
+ | # On the '''Receive PO Items''' window: | ||
+ | * If serialized, enter the serial number on the Receive Stock tab and click '''Add'''. Select the warehouse the parts are going to. Click '''OK'''. | ||
+ | * If non-serialized, enter the '''Receive Quantity''' on the Receive Stock tab. Select the warehouse the parts are going to. Click '''OK'''. | ||
+ | <br>5. Continue receiving items. When the last item is received, you will be prompted to close the PO. | ||
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− | + | == What to do if you receive the wrong parts on a PO == | |
− | If you | + | If you receive parts on a PO that you shouldn’t have received, you will have to delete the stock you added to SME and then add the part back to the PO. |
− | < | + | <span style="color:orange"> Step 1 </span>: Delete the stock lot you received |
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− | + | # Go to the '''Inventory''' module > '''Inventory | |
− | + | # Click '''Search > Search Active''' Items and select the material you need to edit. | |
− | + | # Go to the '''Material Details''' tab. | |
− | + | # Select the stock lot you need to get out of SME. You can sort by date to find the one you added most recently. | |
− | + | # Click '''Delete''' on the Material Details tab. | |
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− | + | [[File:DeleteButton_materialDetails.png]] | |
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− | [[File: | ||
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+ | <span style="color:orange"> Step 2 </span>: Add the material back to the Purchase Order | ||
+ | # Go to the Purchase Order. | ||
+ | # If the PO is closed, you can click Actions > Re-open PO. | ||
+ | # Click the '''PO Items''' tab | ||
+ | # Click '''New''' and add the material to the PO again. | ||
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+ | == How do I delete a PO that has been fully received? == | ||
+ | You cannot delete a PO that has received items. Use Returns to return the stock you received back to the vendor. | ||
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− | + | == Syncing Purchase Orders with QuickBooks == | |
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− | + | Reference the "Export Options for Purchase Orders" section on the [[Default Export to QuickBooks Settings]] page for information on syncing POs with QuickBooks. |