Create a PO

This topic describes how to create a purchase order that isn't based on a purchase requisition.

1. Select Purchase Order from the Purchasing menu. The Purchase Order window opens.

2. Click the Add button, and the Purchase Order Details popup opens.

3. Complete the fields as described below. Required fields are marked with a red asterisk.

   • PO Number: If left blank, the system will automatically generate a PO number based on the setting in System Configuration.

   • PO Type: The default based on the setting in Purchasing Configuration can be changed here. Select from the pull-down list. See Purchase Order Types for definitions.

   • Ordering Vendor: Select from the pull-down list. The list contains active vendors from Vendor Management.

   • Ship To: Select from the pull-down list. Items in the list are setup in Purchasing Configuration.

   • Vendor YTD Total: Read-only field displays the year-to-date total PO amount for the selected vendor.

   • Date Promised: Optional. Enter the date the vendor promised delivery of the ordered items.

   • Comments: Text entered in this field will be displayed in the Purchase Order list window. This field will also display notifications generated by the system — for example when a PO is rolled over from the previous FY.

   • Distribution: Enter information about where to send the purchased items after they've been received.

   • Terms: Defaults to the information in Vendor Management, but may be edited. Entries in this field are not used in any calculations.

   • Quote Notes: Optional. Enter text as needed.

   • Quote Date: Required if the amount of this PO will exceed the maximum threshold set in Purchasing Configuration.

   • Price Quote: Required if the amount of this PO will exceed the maximum threshold set in Purchasing Configuration.

   • Quote No.: Required if the amount of this PO will exceed the maximum threshold set in Purchasing Configuration.

   • Issue Date: For outstanding POs that are imported from a previous system, AptaFund will display the issue date from the old system. If left blank on a new PO, this field will default to the system date when the PO is issued.

4. Click Save or Save and Add. The PO is created in the New Inactive state. The PO will become New Active when items are added to it.

• If you clicked Save, the Order Items grid is displayed for the new PO.

• If you clicked Save and Add, the PO was saved, and the popup fields are ready to enter an additional PO.

5. Click the Add button in the Order Items grid to add items to the PO, and click here for instructions.

Continue with Add Items to a PO

Return to Purchase Order Overview

Return to Purchasing Overview