Editing Purchase Orders
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<br>'''Reserved''' - Stock has been reserved for the item | <br>'''Reserved''' - Stock has been reserved for the item | ||
<br>'''Has Ordered Items''' - The item is on a purchase order | <br>'''Has Ordered Items''' - The item is on a purchase order | ||
− | <br>'''Delivered''' - Stock has been depleted from your SME warehouses for that item. When you close an order, reserved item will move to | + | <br>'''Delivered''' - Stock has been depleted from your SME warehouses for that item. When you close an order, reserved item will move to depleted. Allocated items can move to Delivered as well if you have '''Auto Deliver on Allocated''' checked in '''Setup''' > '''Company''' >''' Order'''. |
<br>You can see the Link Status for your items on the '''Materials''' tab with '''Flat View''' checked (image above), in the '''Inventory Allocation''' window (actions > Inventory Allocation) and also in the '''Create PO for Selected Items''' window. | <br>You can see the Link Status for your items on the '''Materials''' tab with '''Flat View''' checked (image above), in the '''Inventory Allocation''' window (actions > Inventory Allocation) and also in the '''Create PO for Selected Items''' window. | ||
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<br>Review the [[Material Allocation]] section for more information about allocating stock. | <br>Review the [[Material Allocation]] section for more information about allocating stock. | ||
+ | == Need to Order (Force JIT) == | ||
+ | If you add material to an order and you don’t want SME to attempt to allocate existing stock to the order, you can check Need to Order (Force JIT) on the Item Details tab. With this checked, no stock will be allocated for this material and you will need to place a PO for the material. | ||
+ | <br>[[File:NeedToOrder_ForceJIT.png]] | ||
+ | |||
+ | <br>You can set individual inventory items to always Force JIT so you don’t have to check it when adding the item to orders. | ||
+ | Go to the inventory item and check Force JIT (image below) | ||
+ | <br>[[File:ForceJITByDefault.png]] | ||
== Order Item Tab - Color Coding Material == | == Order Item Tab - Color Coding Material == | ||
On the Order Items tab the inventory items will have colors associated with their Link Status | On the Order Items tab the inventory items will have colors associated with their Link Status | ||
− | <br>''' | + | <br>- Yellow items mean the item has a Link Status of '''Has JIT''' or '''Allocated''' |
− | <br>- | + | <br>- Gray items mean the item is on a PO or has a Link Status of '''Has Ordered Items''' |
− | + | <br>- White items mean the inventory item is '''Reserved''' | |
− | <br>- | + | <br>[[File:MaterialColorCoding.png]] |
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− | <br>[[File: | ||
== Create PO for Selected Items == | == Create PO for Selected Items == | ||
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<br>You can also choose the vendor item you want to use in the '''PO Item Selection''' window (Actions > Create PO for Selected Items) | <br>You can also choose the vendor item you want to use in the '''PO Item Selection''' window (Actions > Create PO for Selected Items) | ||
<br>[[File:VendorItemOnCreatePOForSelectedItems.png]] | <br>[[File:VendorItemOnCreatePOForSelectedItems.png]] | ||
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== Create PO for JIT Only Items == | == Create PO for JIT Only Items == | ||
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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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− | + | == Purchase Order tab on Service or Install Order == | |
− | + | Click the '''Purchase Order''' tab to see all the items on the service order that are on purchase orders. You can see the PO number, the PO status, if the item is received and when it was received, what location is the item getting received into, the PO status and more. | |
− | <br>[[File: | + | <br>[[File:PurchaseOrderTabOnORder.png]] |
+ | |||
== 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. | ||
+ | |||
== Create PO from the inventory item == | == Create PO from the inventory item == | ||
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# To email, select Email Standard Purchase Order. | # To email, select Email Standard Purchase Order. | ||
+ | == Create PO for parts below minimum level == | ||
+ | |||
+ | |||
+ | 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. | ||
+ | |||
+ | <br>[[File:MinLevelPO.png]] | ||
+ | |||
+ | # 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. | ||
+ | |||
+ | <u>'''To print or email the PO: | ||
+ | '''</u> | ||
+ | # Click '''Print/ Email'''. | ||
+ | # To print, select Standard Purchase Order. | ||
+ | # To email, select Email Standard Purchase Order. | ||
== Receiving parts on a PO == | == Receiving parts on a PO == | ||
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# Select the item on the tab and click '''Receive Item'''. | # Select the item on the tab and click '''Receive Item'''. | ||
# On the '''Receive PO Items''' window: | # 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 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 | ||
− | + | # 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. | ||
− | + | [[File:DeleteButton_materialDetails.png]] | |
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− | = | + | <span style="color:orange"> Step 2 </span>: Add the material back to the Purchase Order |
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− | + | # Go to the Purchase Order. | |
− | If | + | # 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? == | == How do I delete a PO that has been fully received? == | ||
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<br>Make sure your warehouses have an address by going to''' Setup''' module > '''company''' > '''Lists''' > '''Warehouses'''. Select the warehouse and click Edit at the bottom. Enter the address in the window that opens (image below). | <br>Make sure your warehouses have an address by going to''' Setup''' module > '''company''' > '''Lists''' > '''Warehouses'''. Select the warehouse and click Edit at the bottom. Enter the address in the window that opens (image below). | ||
<br>[[File:DefaultLocationAddress.png]] | <br>[[File:DefaultLocationAddress.png]] | ||
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== Next PO Number == | == Next PO Number == | ||
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<br> | <br> | ||
http://high5software.com/mediawiki/index.php?title=Default_Export_to_QuickBooks_Settings#Export_Options_for_Purchase_Orders | http://high5software.com/mediawiki/index.php?title=Default_Export_to_QuickBooks_Settings#Export_Options_for_Purchase_Orders | ||
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