Use the Purchase Order Entry subsystem to create purchase orders in FACTS. Once entered, you can inquire on existing purchase orders, make corrections, and print as often as needed until the order is completely received. You can print purchase orders as you enter them or in batches. When entering purchase orders, you can import suggested POs and convert them to actual POs.
You can access these programs from the PO Entry menu.
Buyers Control Center, which is used to analyze items for replenishment.
Exception Control Center, which is used to provide buyers with a method for addressing items that may require changes to replenishment parameters, gap analysis, and outstanding vendor returns.
Suggested PO Entry (POE110), which is used to add, change, or delete records in the suggested purchase order file.
Suggested PO Report (POR110), which is used to print a report of suggested purchase orders by vendor.
PO Entry (POE120), which is used to enter vendor purchase orders into the Purchase Orders system and to update on-order quantities in inventory.
PO Print (POP110), which is used to print or reprint purchase orders in the purchase order file.
It is a good idea to run the Replenishment Report before entering a PO for a vendor. With the report in hand, you can order any items that demand action (below order point) and if the vendor has buying targets, any items that are below line point.
The system does not allow you to enter a non-stocked item on a PO. If you decide to purchase a non-stocked item, it must first be on a work order. You can then import the sales order line using the special order option. The logic behind this is simple: if it is not an item that you want to stock (set up in the item file) and it is not sold, then why purchase it?
You can correct and/or inquire about any existing purchase order. You can edit the purchase order as often as needed until it is completely received. You have the option of entering a purchase order number to view a particular order, or bypass this field and enter a vendor number if the PO number is not known. When you enter a vendor number, the system displays a listing of purchase orders for that vendor. You can select any displayed purchase order for editing or inquiry.
Purchase orders may be printed and reprinted as often as needed up until the time that the purchase order is completely received. Orders may be printed as they are entered or corrected if they have never been printed; or they may be added to a reprint file and reprinted by batch. After a purchase order is printed, it must be reprinted from that point on. During correction and inquiry you can indicate that the PO is to reprinted by putting the purchase order in the reprint file. The next batch of purchase orders reprinted includes that purchase order. When reprinting purchase orders you can then choose to print all purchase orders that were placed in the reprint file during correction.