Create a Purchase Order


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

  1. Select Purchase Order and click New.

  2. Select the Record Type for the Purchase Order, either Requisition or Order, then click Next.

  3. Make the following entries in Information:

    Field Description


    18 alphanumeric characters


    Account to use for placing the order

    Required Date

    Date by which the items must be received


    Optional additional information about the order.


    User responsible for placing the order with the vendor.


    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

    (required) Select the Warehouse supplying the work order or responsible for the invoice

    The selected Warehouse determines the accounts used for accounting detail generated at receipt.

  4. Make the following entries in Billing & Shipping Address:

    Field Description

    Billing Company
    Billing Street
    Billing City
    Billing State/Province
    Billing Country
    Billing Zip/Postal Code

    Information for where the vendor should send the invoice for the ordered goods

    Shipping Street
    Shipping City
    Shipping State/Province
    Shipping Country
    Shipping Zip/Postal Code

    Information for where the vendor should deliver the ordered goods

    These fields initially autopopulate via workflow from the fields on the selected Warehouse.

  5. Make the following entries in Terms:

    Field Description / Action

    Payment Terms

    Select when the vendor expects to receive payment


    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


    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


    Warehouse pays shipment at time of receipt


    Vendor pays for shipment

  6. 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

  7. 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.

Items to Reorder

Shows Active Stock Items where the Stock UOM Qty to Reorder is greater than 0.

The list shows both Purchase Order and Transfer Order Sourcing Types.

EAM does not add a stock item with a Sourcing Type of Transfer Order to a Purchase Order requisition.

Items with Open Orders

Shows all Stock Items with an On Order Qty greater than 0.

Generate the Purchase Order

  1. 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.

  2. 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.

  3. Select Continue in the dropdown and then Next to generate the purchase order requisition(s).

    EAM generates the purchase order requisition(s).

  4. Select Finish.

  5. Go the Purchase Orders tab to review, modify, or approve the Purchase Order Requisitions.