Create a Purchase Order
Introduction
Purchase Orders track the costs of acquiring goods and services needed for Work Orders.
Users can create requests for Purchase Orders, called requisitions, that go through an approval process.
| Purchased Stock Items for Warehouse inventory or Miscellaneous Items not meant for a Warehouse. |
You can link purchase orders to specific Work Orders.
Step-by-Step Guides
Manually Generate a Purchase Order
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Select Purchase Order and click New.
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Select the Record Type for the Purchase Order, either Requisition or Order, then click Next.
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Make the following entries in Information:
Field Description Description
18 alphanumeric characters
Vendor
Account to use for placing the order
Required Date
Date by which the items must be received
Comments
Optional additional information about the order.
Buyer
User responsible for placing the order with the vendor.
Status
Select where in the purchasing process to create the Work Order
Defaults to Approved.
Release Date
Date Purchase Order is placed with the vendor; automatically populates
Warehouse ID
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Make the following entries in Billing & Shipping Address:
Field Description Billing Company
Billing Street
Billing City
Billing State/Province
Billing Country
Billing Zip/Postal CodeInformation for where the vendor should send the invoice for the ordered goods
Shipping Street
Shipping City
Shipping State/Province
Shipping Country
Shipping Zip/Postal CodeInformation for where the vendor should deliver the ordered goods
These fields initially autopopulate via workflow from the fields on the selected Warehouse.
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Make the following entries in Terms:
Field Description / Action Payment Terms
Select when the vendor expects to receive payment
FOB
Select when goods are considered delivered
This determines which party is responsible for loss or damage of goods during shipment.
Field Description Shipping Point
Goods deemed delivered at time of shipment; buyer assumes liability of damage or loss during shipment
Destination
Goods deemed delivered at time of arrival at destination; vendor assumes liability of damage or loss during shipment
Ship Via
Select method of delivery or Best Way
Add options to the list by adding to the field’s picklist in the object setup.
Freight Terms
Select terms for payment of shipment
Field Description Collect
Warehouse pays shipment at time of receipt
Prepaid
Vendor pays for shipment
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Make the following entries in PO Amounts Summary:
Field Description / Action Sales Tax
Anticipated Sales Tax amount
Shipping and Handling
Anticipated shipping and handling amount
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Click Save.
Generate Purchase Orders from Stock Items
Select list
EAM includes several lists for the Stock Items object to make reordering items sourced from vendors easier to manage.
| List Name | Description | ||||
|---|---|---|---|---|---|
Auto Reorder Qualified Items |
Shows Stock Items where Auto Order is selected, Sourcing Type is Purchase Order, and the Stock UOM Qty to Reorder is greater than 0. |
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Items to Reorder |
Shows Active Stock Items where the Stock UOM Qty to Reorder is greater than 0.
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Items with Open Orders |
Shows all Stock Items with an On Order Qty greater than 0. |
Generate the Purchase Order
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Go to the Stock Items tab and select a list view to filter the displayed items to only items with a Stock UOM Qty to Reorder greater than 0.
The Stock UOM Qty to Reorder is the number of stocking items ordered in a whole number of Purchasing UOM packs to bring the Available Qty + On Order Qty up to at least the item’s Reorder Qty.
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Mark the checkboxes for each item to reorder, then select Generate Purchase Orders.
EAM generates a separate purchase order requisition for each vendor and warehouse combination.
Items from the same vendor going to the same warehouse are included on the same purchase order.
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Select Continue in the dropdown and then Next to generate the purchase order requisition(s).
EAM generates the purchase order requisition(s).
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Select Finish.
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Go the Purchase Orders tab to review, modify, or approve the Purchase Order Requisitions.