Purchase Orders

Introduction

A Purchase Order is a request to procure items from a Vendor.

Purchase Orders can be used to purchase Stock Items or to track Miscellaneous Costs on Work Orders, such as service work completed by a 3rd party vendor.

Key Features

  • Purchase Orders can begin as a request from a user for needed items. This is called a Purchase Requisition, which is just a Purchase Order with a Record Type of Request.

  • FX EAM can generate Request type Purchase Orders automatically in a batch process.

  • A Purchase Requisition Request can be changed to a regular Purchase Order.

  • Inventory Transactions and Accounting Detail are created when the Purchase Order is received.

    Purchase Order processes vary. Customize approval processes, flows, and triggers to meet business requirements.

How EAM Purchase Orders Works

Flow chart showing the various potential statuses of a work order

Overview

A Purchase Order may begin as a Purchase Requisition Request.

Record Type: Request

This is a Purchase Order record with Record Type Request, and a Status of Request.

Rejected:

Purchase Requisition denied

Waiting Approval:

Purchase Requisition okay to convert to Purchase Order

A Request type Purchase Order in Waiting Approval Status can be converted to an Order type Purchase Order.

This approves the request and converts the Purchase Request into a regular Purchase Order.

Record Type: Order

Approved:

Purchase Order ready for a buyer to work

In Progress:

Buyer working to negotiate final pricing

Ready to Release:

Waiting on approval of final pricing

Released:

Order placed with vendor; On Order Qty increases

Completed:

Order received on a Purchase Order Receipt

Inventory Transactions in Purchase Orders

Vendors

A Purchase Order must be added for an Account that is defined as a Vendor in the Account object.

Step-by-Step Guides

Customized approval processes may affect Purchase Order processing.

Consult your system administrator.

You can create, review, approve, and release a purchase order.

Create a Purchase Requisition

  1. From the Stock Items tab, select one or more items and then use the Action buttons in the top right to select Generate Purchase Order.

    There are other ways to begin a Purchase Requisition, such as one of the FX EAM Purchasing Reports.

    FX EAM displays a reminder that a separate Purchase Requisition is created for each Warehouse and Vendor combination.

  2. Select Continue, then click Next.

    FX EAM creates the Purchase Requisition(s).

  3. Click Finish.

    FX EAM creates one or more Purchase Orders with a Record Type of Requisition and a Status of Request.

Back to Step-by-Step Guides

Review a Purchase Requisition

  • Purchase Requisitions must first be in Waiting Approval status before the Record Type can up dated to Order.

    1. Access the Purchase Requisition from the Purchase Order tab.

    2. Click the Update Status action button.

      • Rejected: Denies request and ends the Purchase Order process

      • Waiting Approval: Request moves forward and is ready to be converted into a Purchase Order

Back to Step-by-Step Guides

Approve a Purchase Requisition and Convert it to a Purchase Order

You can approve a Purchase Requisition and make it available to a vendor marking as Ready to Release or Released.

  1. Access the Purchase Requisition from the Purchase Order tab.

  2. Click the update icon to the right of the Record Type field.

    Example of the Update icon on a Record Type

  3. Confirm that Order is selected, then click Next.

  4. The purchase order opens in edit mode, make the following changes:

    • For Status, select Approved or another Order Status

    • For Record Type, select Order

  5. Click Save.

Back to Step-by-Step Guides

Release a Purchase Order

Release a Purchase Order to indicate the order is placed with the vendor.

Releasing increases the On Order Qty for each Stock Item on the Purchase Order.

  1. Access the Purchase Order record.

    The Purchase Order must be a Record Type of Order to be released.

  2. Change the Status to Released.

  3. When the order arrives in the Warehouse, complete a Purchase Order Receipt for each item on the Purchase Order.

    When a Purchase Order has been Released, you can cancel the PO. The system creates an Inventory Transaction record with a negative quantity. This offsets the inventory transaction that was created during the release and updates the order quantity field on the stock item.

    You may have to create a validation rule to prevent a PO from being transitioned from a Released state back to a prior state to prevent duplicate inventory transactions.

Back to Step-by-Step Guides

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