Purchase Orders

In the Purchase Orders (PO) form, track materials, equipment, and supplies. First, set up your Purchase Order Catalog items, then add the items to a PO. Once you create your PO using the Purchase Orders form, use the General Invoices form to process invoices against the PO.

If you plan to add a purchase order to a general invoice, note that the general invoice only lists purchase orders that have balances to invoice and where the To Company box of the purchase order matches the From Company box of the general invoice. If a purchase order does not have a balance to invoice, it is considered closed and is not listed. When you record a general invoice based on a purchase order, all of the items from the purchase order are automatically inserted into the Items grid on the Items tab.

You can also keep track of PO items in the Material Inventory form, use schedule information to determine the delivery dates and create a purchase order from a bid package by using the Award PO/Contract wizard. When you use the wizard, the purchase order number and company information is automatically added to the PO record.

To create a purchase order

1. On the View menu, click Cost Control > Purchase Orders, and then select a view.
2. Click .

The Purchase Orders form appears.

3. Enter the following information:
   • Number*: The number of the purchase order. The next available purchase order number is displayed by default.
   • Description: The description of the purchase order.
   • Date*: The date on which the purchase order is created.
   • Approved for Budget: Select this check box to indicate this purchase order is approved for budget.

   *These fields are required.

4. To save the changes and keep the form open, click > Save.

—Or—

To save the changes and close the form, click > Save and Exit.