The system automatically creates a document number once you complete the header. At that point, the document number is displayed in the title bar along with the vendor’s name. You can also assign a document number manually if you prefer.
To assign document numbers manually:
1. Open Purchase Order Entry.
2. Click File>New Document Number from the menu.
3. Enter up to six characters to create a document number. Click OK.
4. Begin entering the order, starting with the Vendor Number. Refer to the Creating or updating purchase orders procedure for additional information.
To access the Warehouse/Direct Ship Selection dialog box to create a direct shipment, press F1. If the PO is a direct ship, specify the warehouse that is to be the initiating warehouse. The warehouse specified for a direct ship is stored only to determine where the PO originated; inventory quantities and restocking controls are not affected. This becomes the ship-to address on the purchase order. You can press F4-backup and override the address, or continue to back up to the warehouse prompt.
After the PO number is assigned, the system checks the planned special orders file for planned special orders for the selected vendor and warehouse to automatically add to the purchase order. If the system finds planned special order purchase orders it displays the message: Planned Special orders on file. Do you want to import? (Y or N) If no planned special orders exist, this field is skipped. If you specify N, the cursor goes to the line-item portion of the screen. If you specify Y, the system displays the first line item to import. Press Enter to import the displayed line, F1 to skip the line item and display the next, F2 import all line items, or press F3 to end imports. The system adds one line item for each item in the planned special order purchase orders file and adds to the weight and total dollar amount in the header of the purchase order.
Importing Notes for Planned Special Order POs
You can import sales order line notes to associated purchase orders or inventory transfers and print the exported sales order line notes on the PO or transfer ticket. Refer to the Importing Notes topic for details.
Access an existing document before you begin entering a new one. Once you begin entering header information, the system does not allow to you open a document in the same window. You can also start another session of FACTS if you need to open a document while you are in the middle of entering one.
To open an existing purchase order:
Enter the purchase order number in the Doc/Vendor field and press Enter. If the document number is on file, the vendor number is displayed in the field and the purchase order number is displayed in the title bar.
OR
1. Click File>Open Existing Document.
Search Tips:
Press F2 to perform a vendor search. You can also search by purchase order number and warehouse.
2. Use the Document Search window to find the document you want to edit or review.
3. Click OK to select the document and return to the main entry window.
Deleted purchase orders are not simply removed from the file. The system deletes purchase order line item records and if all the line items for a purchase order are deleted, then it changes the header record status to deleted. The purchase order then is displayed on the next purchase orders Receipt Register as deleted and is removed in the subsequent update. This procedure provides a complete audit trail of all purchase order numbers used.
At any point during the PO entry-receipt process, you can view in detail the PO in its current state or its overview (history since it was entered) status via the PO Vendor Inquiry or Document Inquiry programs.
To delete an order before the header is complete:
Press F4 to back up to the Doc/Vendor field.
To delete an order after the header is complete:
With the purchase order open on screen,
Click File>Delete Document from the menu.
At the prompt “Delete this entire document?” select “YES – Delete”.
Click OK to delete the document.
You can edit line items on a purchase order until it is received.
To edit an existing line item:
Use your mouse or arrow keys to highlight the line in the item browser and click Edit to make changes for the highlighted line item. Enter (CR).
OR
Highlight the line and click Line Detail to access fields that do not appear in the line-item entry section.
Use the mouse or arrow keys to highlight the line in the item browser.
You can delete the highlighted PO line, or click Edit>Delete Item from the menu.
At the prompt “Delete this line?”click “YES – Delete”.
Click OK to delete the line.
Use the mouse or arrow keys to highlight a line. The program inserts the new line item above the selected one.
You can add a line item above the highlighted item in the browser, or choose Edit>Insert Line from the menu.
1. Click Add. The system displays the Line Detail for Purchase Order screen, which is used to view and modify item descriptions, promise and request dates, item details, item/vendor info, and item cost info.
The program automatically switches to add mode once you complete the header. This means the cursor is displayed in the Item Number field after you exit the last header field. The program stays in add mode until you press F4 to back out of the line-item entry section or press the Stop button at the right of the screen.
Quick entry tip: Specify the item number, the ordered quantity and then press the Down Arrow key.
2. The program uses the default information in the rest of the line-item entry fields and returns to the Item Number field.
You can process returns for temporary items in the Buyers Control Center (POE400), Purchase Order Entry (POE120), Receipt Entry (POE210) and Non-PO Receipt (POE220) programs. Refer to the PO Returns Processing for Temporary Items topic for details.
If this vendor and ship-from location already has an existing standard buy, from the items grid you can click Import Std Buy and confirm to import the standard buy items to this PO.
After you have added items to the items grid in PO Entry, click Make Std Buy to make the items listed become the standard buy for this vendor and ship-from location. If this vendor and ship-from location already has a standard buy, clicking Make Std Buy will display a message asking if you want to replace the current standard buy. Click OK to replace.