Difference between revisions of "Purchase Order"

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{{Template:Infobox_Purchasing}}
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{{Module Introduction|Purchase Order|Purchasing}} facilitates the process of creating and issuing purchase orders. This module is often referred to as the '''PO''' module and allows for parts, miscellaneous items, outsourced items, and credit returns items to be added to a purchase order.
[[Image:Icon.Purchase_Order.png]] The Purchase Order Module allows for users to create and issue Purchase Orders with Parts, Misc. Items, Credits, or Outsourced items. Once orders have been created and issued in the Purchase Order Module they will need to be fulfilled in the Receiving Module before they can be placed in inventory.  
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{{TOC left}}<br>
__TOC__
 
<br><br><br>
 
[[Image:Purchase_Order_Process_Flow_Chart.jpg|center|1000px]]
 
== Create a Purchase Order&nbsp; ==
 
  
In the '''Purchasing Module Group | Purchase Order module''' click on '''New''' [[Image:'new' symbol.JPG|Image:'new'_symbol.JPG]] from the '''Module Toolbar'''.&nbsp; From the Vendor drop-down list select the vendor for whom this Purchase Order is being sent. You may also click the binoculars&nbsp;[[Image:Binoculars search.JPG|Image:Binoculars_search.JPG]] icon for an advanced search feature for your vendor. If your vendor does not currently exist in the system you may select '''&lt;Add New&gt;''' from the bottom of the vendor drop-down list. This will take you through a wizard to add this new vendor.<br><br>
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<imagemap>
[[Image:New Purchase Order.JPG|650px]]
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File:Purchase_Order_Process_Flow_Chart.png|{{RequiredForMap}}|900px
<br><br>
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desc none
The '''date''' will default to the date the PO is created. Simply click on the calendar [[Image:Calendar icon.JPG|Image:Calendar_icon.JPG]] or manually type a change to the date if you do not want the default. Fishbowl will '''auto-assign''' the '''next available PO number'''. You may manually change the PO number to a maximum of 25 characters by re-typing your number into the '''PO No''' box. You will want to click save in the module toolbar to save your changes.
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rect 12 486 310 610 [[#1. Create a purchase order|Create Purchase Order]]
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rect 2726 136 3026 262 [[#Order status|Order is Fulfilled]]
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rect 2736 909 3038 1037 [[#Order status|Order is Fulfilled]]
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rect 452 468 710 632 [[#Item types|PO, Credit Return or Outsource?]]
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rect 680 262 978 454 [[#Credit return|Credit Return]]
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rect 642 676 982 822 [[#Order status|Bid Request]]
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rect 746 474 1032 582 [[#Outsource|Outsource]]
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rect 994 118 1318 274 [[#Credit return|Change Item Type to Credit Return]]
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rect 1050 470 1376 628 [[#Outsource|Change Item Type to Outsource]]
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rect 994 742 1318 898 [[#3. Issue a purchase order|Send to Vendor]]
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rect 1434 742 1760 900 [[#3. Issue a purchase order|Issue Purchase Order]]
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rect 1422 286 1744 448 [[#3. Issue a purchase order|Issue Purchase Order]]
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rect 1874 740 2198 898 [[#4. Fulfill a purchase order|Receive Items]]
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rect 1866 290 2194 446 [[#4. Fulfill a purchase order|Pick Items]]
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rect 2316 288 2642 446 [[#4. Fulfill a purchase order|Pack/Ship Items]]
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rect 2324 522 2640 674 [[#4. Fulfill a purchase order|Receive Outsource Items]]
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rect 2722 530 3020 656 [[#Order status|Order is Fulfilled]]
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rect 2318 742 2640 900 [[#4. Fulfill a purchase order|Reconcile Order]]
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rect 1954 16 2136 214 [[Advanced_Reports#Pick_Ticket|Print Pick Ticket]]
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rect 2396 18 2580 218 [[Advanced_Reports#Packing_List|Print Packing Ticket]]
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</imagemap>
  
<br> Fishbowl also offers the ability to '''associate two Sales Orders with any one Purchase Order'''. Both the '''Customer SO and Vendor SO''' boxes will be blank for you to enter associating orders. To avoid duplications, an Alert will be displayed if a user attempts to enter a number into a SO field where the SO already exists in the database. <br>
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=PROCESS=
  
<br>
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==1. Create a purchase order==
  
For example,
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Open the {{Module|Purchase Order}} under and click the {{Button|New}} on the module toolbar to create a new purchase order. Select the vendor for the purchase order by typing in the '''Vendor''' field or by clicking the {{Icon Button|Search}} for an advanced search. If the vendor does not currently exist in the system, select '''Add New''' from the bottom of the vendor drop-down list to create a new vendor.
  
Imagine you receive Sales Order 22568 from a Customer but don't have the items in stock. You create a Purchase Order for Mike's Bikes to order the items from their company. Fishbowl automatically generates the next PO number, which in this case is 10021. However, you wish to tie your PO with the Sales Order created from your customer, so you enter the Sales Order number 22568 into the blank '''Customer SO''' box. Since you are ordering your items from Mike's Bikes, he sends you Sales Order number RH452 for the items. In order to tie his Sales Order number to your Purchase Order you enter the number RH452 into the blank '''Vendor SO''' box. Through this process you now have the ability to view the original PO number, Customer Sales Order and Vendor SO all in one spot. For your convenience, the '''Vendor SO''' field also prints on your Purchase Order Report. The following screenshot shows the Customer and Vendor SO numbers tied to Mike's Bikes Purchase Order:
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[[File:New Purchase Order.png]]
  
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The date will default to the date the PO is created, however the date can be changed by typing in the field or by clicking the {{Icon Button|Calendar}}. Fishbowl will automatically assign the next available order number, but this can also be manually changed. Click the {{Button|Save}} in the module toolbar to save any changes.
  
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If desired, a '''Customer SO''' number or a '''Vendor SO''' number can be stored on the purchase order. This provides the ability to keep track of the order number the vendor is using to process the order, and the sales order number of the customer that ordered the item.
  
[[Image:Multiple_SO_for_one_PO.JPG]]<br> <br>
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If applicable, the '''Location Group''' and '''Class''' for the order can be modified at the bottom of the order by the total field.
  
You will now be able to select which parts (see Adding a Part below) to add to your Purchase Order. If you are using Class Tracking your default class will show at the bottom of the Purchase Order. Also, your default Location Group will populate the Location Group field. You may change either of these fields manually by clicking the drop down arrow and saving your changes in the Module Toolbar.&nbsp;
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Purchase orders can also be created using the [[Imports_and_Exports#List_of_imports_and_exports|import]].
  
<br>
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==2. Add items==
  
After you have all of the correct information and parts added onto your Purchase Order you may click the Issue button in the Module Toolbar. Your Purchase Order will now be available in the Receiving Module to receive your items.
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Follow the steps below to add items to a purchase order:
  
<br>
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# Enter the desired quantity in the '''Quantity''' field.
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# Select the part to add in any of the following ways:
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#* Begin typing in the '''Part''' field to search for parts. Either click the part in the list, or use the '''Enter''' key to add the highlighted part. [[Part#Vendors_tab|Vendor part numbers]] can also be typed into the '''Part''' field to select an item.
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#* Click anywhere inside the '''Part''' field and then select a part from the drop-down list.
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#* Click the {{Icon Button|Search}} to open an advanced part search. Enter any search parameters, then highlight the desired part and click the '''OK''' button.
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#* Click the {{Icon Button|Add|Add Item}} to add a part, a miscellaneous item, or a kit.<br>[[File:PO Add Item.png]]
  
== Add a Part ==
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When a part is added to a purchase order, it will pull the vendor's last cost for the part. If the item has not been purchased from the selected vendor and a [[Vendor#Associate a part with a vendor|vendor association]] has not been added, the cost will initially be $0. The cost can be manually changed by typing in the cost field. When the order is issued or fulfilled, the new cost will be saved for future use.
  
'''&nbsp;'''When a part is initially added to your Purchase Order, it will pull the vendor's last cost for the part. Unless a cost is set up for that part under the [[Vendor|vendor module]], the cost will appear at a $0.00 amount. By double-clicking on the line item and manually changing the cost, Fishbowl will store that cost now as the last vendor cost. The next time you purchase the part from this same vendor, that last vendor cost will be displayed.
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[[File:Main screen PO.png]]
  
&nbsp; Fishbowl gives you a few different options to add a part to a Purchase Order. This may be done in any of the following ways:
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===Item types===
  
# Click your mouse in the '''Part box'''. Fishbowl will do a search for any parts that start with the number/letter you enter into this field.<br><br>
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To change the item type, click in the '''Type''' field of any line item and select from the following types.
# Click on the '''arrow''' [[Image:Add part arrow icon.JPG|Image:Add_part_arrow_icon.JPG]] to the right of the part box. This will bring up all of your parts first numerically then alphabetically in order. Click on the part with your mouse you wish to add.<br><br>
 
# Click on the '''binoculars''' [[Image:Search icon.JPG|Image:Search_icon.JPG]] to the right of the part box. This will pull up an '''advanced part search''' for the part where you can look by part type, description, or part number. Highlight the part you would like to add and click '''Ok''' at the bottom of the part search box. <br><br>
 
# Click on the '''Add item''' [[Image:'add_item'_symbol.jpg‎]] button located in the '''Component Toolbar'''. This will bring up the same advanced part search box to search for a part by part type, description, or number. <br><br>
 
# Click on the '''Add Misc''' '''item''' [[Image:Add misc item.JPG|Image:Add_misc_item.JPG]] button located in the Component Toolbar. You will need to manually enter in the part number, description, cost, and vendor part number. This type of item is usually used when you are purchasing an item for one-time use only. This is not a part that is in your parts list, nor will it be brought into your inventory when the order is fulfilled. The cost for this part will be sent to your mapped Misc. Expense Account in QuickBooks and not your Asset Account. <br><br>
 
[[Image:Main screen PO.JPG|650px]]
 
<br><br><br>
 
  
== Edit a Purchase Order ==
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[[File:Credit Return Type.png]]
  
To '''edit a Purchase Order''' double click on the order in the search panel you would like to modify.&nbsp; Once the order is displayed in the main screen, you may '''double click''' on any line item to bring up an edit box (you may also highlight a line item and click the '''edit item''' icon located on the '''Component Toolbar)'''.
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* [[#Add an item|Purchase]] (default)
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* [[#Outsource|Out sourced]]
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* [[#Credit return|Credit Return]]
  
<br>
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===Edit an item===
  
Once the edit Item box is displayed, you have the option to change the vendor part number, Customer/Job, class, type, quantity, UOM, cost, fulfillment date for that line item, or to enter in a specific note for the line item.
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* Many fields such as '''Price''', '''Quantity''', '''Type''', '''Vendor Number''', and '''Notes''' can be edited directly in the order item table by typing in the field.
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* Double-click a line item to bring up the edit window and modify details such as '''Description''', '''Class''', '''Date Scheduled''', etc.
  
<br>
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[[File:Edit PO item.png]]
  
Click '''Ok''' to close the edit box and then click '''Save''' in the '''Module Toolbar''' to save your changes. <br><br>
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Click '''OK''' to close the edit window and then click '''Save''' in the module toolbar to save any changes.
[[Image:Edit PO item.JPG|500px]]
 
<br><br>
 
  
'''Edit a Fulfilled Purchase Order'''
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==3. Issue a purchase order==
  
As of Fishbowl Inventory 2009.3, users with given rights will be able to modify the information included in the Details, Memo, and Custom subtabs of a Purchase Order even after the order has been Fulfilled and exported to QuickBooks.&nbsp; This includes the ability to change the '''Fulfillment Date, Shipping Terms, Payment Terms, FOB, Carrier, Custom Fields, and to add Notes or Memos to the order'''.
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After all items have been added to the purchase order, the bid request should be sent to the vendor. Once the vendor responds, it may be necessary to make price adjustments, quantity adjustments, etc. Make any necessary [[#Edit an item|edits]] and then issue the order.
  
<br>
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To issue a purchase order, click the {{Button|Issue}}. Issuing a purchase order automatically saves the order and allows the order to move to the next step in the process:
  
This '''does not include''' the ability to modify costs, customers, or items currently on the order. '''Any changes made to Fulfilled orders that have already been exported to QuickBooks will not update QuickBooks''' (modifications must be manually entered into QuickBooks). <br>
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* For '''Purchase''' type items, issuing will create a [[Receiving|Receipt]].
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* For '''Credit''' type items, issuing will create a [[Picking|Pick]].
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* For '''Outsource''' type items, issuing will create a [[Picking|Pick]].
  
<br>
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===Order status===
  
To create modifications, choose the desired Purchase Order from the Search Panel. After making changes to the General, Memo, or Custom subtabs choose the '''Save''' option from the Module Toolbar to complete your changes.
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The '''Status''' field shows the status of the purchase order:
<br>
 
<br>
 
<br>
 
  
== Change Quantity Amount for a part ==
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* '''Bid Request''' - The purchase order has been created, but not issued.
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* '''Issued''' - The purchase order has been issued but not received.
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* '''Partial''' - Some items have been fulfilled, but not all items are completely fulfilled.
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* '''Fulfilled''' - The purchase order has been completely fulfilled.
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* '''Closed Short''' - The purchase order was closed short.
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* '''Void''' - The purchase order was voided.
  
&nbsp; You may change the quantity initially for a part before you add it to a Purchase Order by clicking in the Quantity box to the left of the Part box.
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The status may also be one of the following for [[#Credit return|Credit Return]] and [[#Outsource|Outsource]] types:
  
&nbsp; If you need to change your quantity after the part has been added to the order simply double-click on the line item you wish to change. [You may also highlight the line item and click the '''edit''' [[Image:'edit item' symbol.JPG|Image:'edit_item'_symbol.JPG]]button found on the '''Component Toolbar'''.] This will bring up a Details box where you can change either the Quantity or Cost if necessary. You may also enter line-item notes into this field. After you have modified the information needed, click '''Ok''' at the bottom of the details box. Click '''Save''' [[Image:'save' symbol.JPG|Image:'save'_symbol.JPG]] in the '''Module Toolbar''' to save the changes.
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* '''Picking''' - The purchase order is currently being picked.
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* '''Picked''' - The purchase order has already been picked.
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* '''Shipped''' - The purchase order has been shipped.
  
<br><br>
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==4. Fulfill a purchase order==
  
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The steps necessary to fulfill a purchase order vary based on the item type.
  
== Create a Credit Return Purchase Order ==
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* A '''Purchase''' type item is fulfilled by [[Receiving#Receive an order|Receiving]] and [[Receiving#Reconcile an order|Reconciling]] the item. Click the '''Receive PO''' button in the {{Module|Purchase Order}} to open the current order in the {{Module|Receiving}}.
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* A '''Credit Return''' type item is fulfilled by [[Picking#Picking an order|Picking]], [[Shipping#Pack_an_order|Packing]], and [[Shipping#Ship_an_order|Shipping]] the item.
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* An '''Out Sourced''' type item is fulfilled by first [[Picking#Picking an order|Picking]], [[Shipping#Pack_an_order|Packing]], and [[Shipping#Ship_an_order|Shipping]] the item and then [[Receiving#Receive an order|Receiving]] and [[Receiving#Reconcile an order|Reconciling]] the item.
  
You may need to create a credit return for your Purchase Order. To do this, follow the steps above under "Create a New Purchase Order" and add the items that are being returned. <br>
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=FUNCTIONS=
  
<br>
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==Module buttons==
  
'''Edit''' the line item that is being returned by either '''double clicking''' on the line, or highlighting the line item and choosing the '''edit button&nbsp;'''[[Image:'edit item' symbol.JPG|Image:'edit_item'_symbol.JPG]] from the '''Component Toolbar'''. A Details box will be displayed for that line item. In the upper right hand corner of the box click on the '''Type''' dropdown and change from '''Purchase''' to '''Credit Return''' (As shown right). Click '''Ok''' to close the edit box and save your changes.
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{{Module Button|New}} [[#1. Create a purchase order|creates a new purchase order]].
<br><br>
 
[[Image:Credit return PO.JPG|300px]]
 
<br>
 
<br>
 
  
Your line item on the Purchase Order will now have a type of Credit Return instead of Purchase. Click '''Issue''' [[Image:'issue' symbol.JPG|Image:'issue'_symbol.JPG]] in the top left corner of the '''Module Toolbar'''.&nbsp; Since the items are being returned to your vendor, the Credit Return order will be waiting for you in the '''Picking Module'''. After you have picked which items are being returned, your order will be sent to the '''Shipping Module'''.
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{{Module Button|Issue}} [[#3. Issue a purchase order|toggles the '''Issued''' status of the purchase order]].
  
<br>
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{{Module Button|Save}} saves any changes made to the purchase order.
  
You will now '''Pack and Ship''' your item out to the vendor. Upon completion of shipping your order is now fulfilled.
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{{Module Button|Delete}} deletes the purchase order if it is in a '''Bid Request''' status. '''Issued''' orders can be unissued to return them to the '''Bid Request''' status.
<br><br>
 
'''Creating a Credit Return for a Miscellaneous Item'''
 
  
&nbsp; A Credit Return for a '''Miscellaneous Item cannot be received''' in the Receiving Module and '''must be manually fulfilled'''. You are given two different ways to manually fulfill an item. First, In the Purchase Order Module you may right click on the line item and select the '''Fulfill Item''' option in the drop down list. Second, you may simply highlight the line item and click on the '''Fulfill Item''' icon [[Image:Fulfill item icon.JPG|Image:Fulfill_item_icon.JPG]] located on the Component Toolbar.
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{{Module Button|Void}} replaces the '''Delete''' button when an order has an '''Issued''' status. The order will be voided, but not deleted.
<br>
 
<br>
 
[[Image:Misc.Item Credit Return.JPG|600px]]
 
<br>
 
<br>
 
&nbsp; If the Misc. Item is the only item on your Purchase Order then the order is now fulfilled. If there are other items the entire order will not be fulfilled until those items have been received through the Receiving Module.
 
<br><br>
 
<br>
 
== Outsource PO Items ==
 
Some companies have items that are outsourced to vendors to have work completed before they are sold to a Customer. For example, say a bike company sells complete bikes or bike parts. They offer custom frame painting to Customers for an additional fee. Since the company does not paint bikes at their location, they outsource the frame to a painting company who then completes the work and ships the frame back to the bike company to be put together and then sold.
 
<br><br>
 
When creating an Outsourced order within Fishbowl, the Purchase Order will be created, then the order will be picked and shipped to the vendor. After the work has been completed by the vendor, the order will be waiting in the Receiving Module where the item can be received back into inventory. The following instructions will provide users with the necessary information to outsource their items:
 
<br><br>
 
Within the '''Purchasing Module Group | Purchase Order Module''', create a new Purchase Order using the Vendor who will complete the outsourced work. Add the part which is to be outsourced. Once the part has been added, either double click the line item, or highlight the line item and choose the '''edit''' icon location on the Component Toolbar. This will display the '''Purchase Order Item Details''' box. In the top right corner of the display box, choose the given dropdown menu and change the part from being '''Purchase''' to '''Outsource'''. Choose '''ok''' at the bottom of the display to close the window and save your changes.<br><br>
 
[[Image:Outsource_PO_item.JPG|550px]]
 
<br><br>
 
Once the Order has been '''Issued''', the user will go to the '''Picking''' module to Pick the order, then the '''Shipping''' module to pack and ship the order to the vendor. The order will appear in the '''Receiving''' module with the item '''on hold''' until the item has been successfully shipped to the vendor. Once the order has been shipped, the order within the Receiving Module is available to be fulfilled for whenever the item is completed and sent back to your company.
 
<br><br>
 
After the item has been received back into Inventory, it is ready to be placed on a Sales Order (or Work Order if it is a Bill of Material) to be packed and shipped off to a waiting customer.
 
<br><br><br>
 
  
== Auto-Assign PO Number ==
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{{Module Button|Close Short}} replaces the '''Delete''' button when an order has been partially fulfilled. This button will close short the unfulfilled portion of the order.
  
Fishbowl will automatically assign Purchase Order numbers starting with 1. If a Purchase Order has been deleted or voided, those numbers will not be re-generated into the system by Fishbowl to be used again. You may set your own starting number for the auto-assigning by doing the following things:
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{{Module Button|To Receive}} opens the current purchase order in the {{Module|Receiving}}.
  
&nbsp;&nbsp;&nbsp;&nbsp;
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{{Module Button|Auto PO}} [[#Auto PO|creates purchase orders for items with low quantities]].
  
# In the Purchase Order Module click '''Tools''' | '''Module Options''' from the '''Main Menu''' bar. <br>
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{{Module Button|Duplicate}} creates a copy of the purchase order. The order number will automatically be assigned and the new SO will have a '''Bid Request''' status.
# Enter the number at which you want your Purchase Orders to start and click '''Ok'''. <br>
 
  
<br>
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{{Default Buttons}}
  
''Note: in order for your auto-assigned numbers to calculate correctly, you will need your ending characters to be numerical. Fishbowl will not auto-calculate letters.''
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==Credit return==
<br><br>
 
[[Image:Auto assign PO Num.JPG|300px]]
 
<br><br>
 
  
== Void, Delete, or Close Short a Purchase Order ==
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After an item has been [[#2. Add items|added]], the type can be changed by clicking the '''Type''' field in the order item table, and choosing '''Credit Return''' from the drop-down.
  
'''Void a Purchase Order'''
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[[File:Credit Return Type.png]]
  
* You may void a Purchase Order as long as the status of your order is issued and not partial [meaning none of the items have yet been received in the Receiving Module]. To void a Purchase Order simply double click in the search panel on the order you would like to void. Click the '''Void PO''' [[Image:Void PO icon.JPG|Image:Void_PO_icon.JPG]] button located in the '''Module Toolbar'''. A dialog box will be displayed asking if you are sure you want to void your Purchase Order. Click '''Yes'''. ''Note: Voided Purchase Orders will have a history and therefore will be visible on select reports''.
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The type can also be changed in the edit window by double-clicking a line item and then selecting '''Credit Return''' in the '''Type''' field.
  
<br>
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[[File:Credit return PO.png]]
  
'''Delete a Purchase Order'''
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Once all items have been added, click the {{Button|Issue}} in the module toolbar. Because credit return items are being returned to the vendor, they must be picked and shipped to fulfill the order. Open the order in the {{Module|Picking}} to complete the pick, and then ship the order in the {{Module|Shipping}}.
  
* You may delete a Purchase Order as long as the status is Bid Request [meaning the order has been saved, but has not been issued]. To delete a Purchase Order simply double click in the search panel on the order you would like to delete.&nbsp; When the order is pulled up on the main screen click the '''Delete PO''' [[Image:Delete PO icon.JPG|Image:Delete_PO_icon.JPG]] button located in the '''Module Toolbar'''. A dialog box will be displayed asking if you are sure you want to delete your Purchase Order. Click '''Yes'''. ''Note: Deleted Purchase Orders will not retain a history in Fishbowl because a Bid Request was never issued. Therefore a history will not be kept and deleted orders will not be visible on reports.''
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'''Follow the steps below to create a miscellaneous credit return:'''
  
<br>
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# Click the {{Icon Button|Add|Add Misc Item}} to the right of the '''Part''' field.
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# Change the type to '''Misc. Credit'''.<br>[[File:PO Misc Item Credit Return.png]]
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# Click the {{Button|Issue}} to issue the order.
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# Select the line item and click the {{Icon Button|Fulfill}} or right-click the item and choose '''Fulfill Item'''.<br>[[File:Misc.Item Credit Return.png]]
  
'''Close Short a Purchase Order'''
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==Outsource==
  
* You may close short a Purchase Order if your order is in a partial status [meaning at least one line item has been partially received in the receiving module]. To close short an order simply double click in the search panel on the order you would like to close short. When the order is pulled up on the main screen click the '''Close Short PO''' [[Image:Close short PO icon.JPG|Image:Close_short_PO_icon.JPG]] button located in the '''Module Toolbar.''' A dialog box will be displayed asking if you are sure you want to close short your Purchase Order. Click '''Yes'''. ''Note: Purchase Orders that are closed short will have a history in Fishbowl and therefore will still be visible on select reports.&nbsp;''
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Outsourcing is the process of sending a part to a vendor so that the vendor can work on the part. Then the item is received back into inventory, either with the same part number, or with a different part number. For example, a bike company may offer custom frame painting to customers for an additional fee. Since the company does not paint bikes at their location, they may outsource the frame to a painting company who completes the painting and ships the frame back to the bike company to be put together and sold to the customer. Follow the instructions below to outsource an item.  
  
<br><br><br>
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# Create a new purchase order for the vendor that will complete the outsourced work.
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# [[#2. Add items|Add the part]] which is to be outsourced and then click '''Type''' field in the order item table and choose '''Out Sourced''' from the drop-down.<br>[[File:Outsource Type.png]]
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# The type can also be changed in the edit window by double-clicking a line item and then selecting '''Out Sourced''' in the '''Type''' field. This dialog also allows the part number to change when the item is received back into inventory.<br>[[File:Outsource_PO_item.png]]
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# Once all items have been added, click the {{Button|Issue}} in the module toolbar.
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# Because out sourced items are being sent to a vendor, they must be picked in the {{Module|Picking}} and shipped in the {{Module|Shipping}}.
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# Once the work has been completed by the vendor, it can be received in the {{Module|Receiving}}. Any amount paid to the outsource vendor can also be added to the receipt and [[Receiving#Reconcile_an_order|landed]] into the item cost.
  
== Duplicate a Purchase Order ==
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==Edit a fulfilled purchase order==
  
You may duplicate a Purchase Order by simply clicking the '''Duplicate''' [[Image:Duplicate PO.JPG|Image:Duplicate_PO.JPG]] button located in the '''Module Toolbar.''' This will create an exact Purchase Order using the next auto-assigned PO number. Any Purchase Order may be duplicated, including Fulfilled orders. The Purchase Orders duplicated will always be created as a Bid Request. <br><br><br>
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Users with the appropriate [[Access Rights]] can modify the information included on the '''Details''', '''Memo''', and '''Custom''' tabs of a purchase order even after the order has been fulfilled. This includes the ability to change the '''Fulfillment Date, Shipping Terms, Payment Terms, FOB, Carrier, Custom Fields, and to add Notes or Memos to the order'''.
== Auto Purchase Order Wizard ==
 
  
Auto PO is an easy way to generate Purchase Orders for low parts with an assigned default vendor. In order to use Auto PO on a specific part you must already have '''Reorder Level Points''' set up for those parts. The following steps will guide you through an Auto PO:
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This does ''not'' include the ability to modify costs, vendors, or items on the order. If the order has already been exported to QuickBooks, the changes must be manually entered in QuickBooks.
<br>
 
Make sure your parts already have '''Reorder Levels''' established. In the '''Purchase Order Module''' click the '''Auto PO''' [[Image:Auto PO icon.JPG|Image:Auto_PO_icon.JPG]] button from the '''Module Toolbar'''.
 
<br>
 
<br>
 
The first screen will allow you to set a number of filters. For the broadest possible application do not set any filters. Click '''Next'''.
 
<br><br>
 
[[Image:Auto PO filters.JPG]]
 
<br><br>
 
  
The next screen will show you a list of parts that are below their reorder points, but do not have a default vendor assigned. Fishbowl will not create a Purchase Order for those parts without a default vendor. You may create or change a default vendor in the Part module, Vendor subtab.
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To make modifications, open a purchase order, make the desired changes, and then click the '''Save''' button in the module toolbar.
<br>
 
  
<br>[[Image:Auto PO no default vendor.JPG]]
+
==Void, delete, or close short a PO==
<br><br>
 
  
The next screen will show a list of parts that have fallen below their reorder points and do have a default vendor.&nbsp;You have the option to edit or delete the quantities by highlighting the part and clicking the edit or delete icons on the right Component Toolbar. The auto-assigned PO number will show at the bottom of this screen as well. Click '''Next.'''
+
The {{Button|Void}} replaces the '''Delete''' button when an order has an '''Issued''' status. The order will be voided, but not deleted. Voided purchase orders maintain a history and can be seen in the search pane and some reports.
<br><br>
 
[[Image:Auto PO verifying info.JPG]]
 
<br>
 
<br>
 
  
The last page will show a summary of Purchase Orders that will be created. You have the option to have the orders created as Issued or Bid Requests. Click '''Finish''' to complete the wizard and have the new Purchase Orders created.&nbsp;&nbsp;
+
The {{Button|Delete}} deletes a purchase order if it is in a '''Bid Request''' status. '''Issued''' orders can be unissued to return them to the '''Bid Request''' status. Deleted purchase orders do ''not'' maintain a history and ''cannot'' be seen in the search pane or reports.
<br><br><br>
 
== About Fishbowl ==
 
'''Details Subtab'''
 
  
&nbsp; The details subtab will give a general overview of your Purchase Order. In this subtab you may view the vendor, date the Purchase Order was issued, created, and completed as well as the last user to make changes to the order. You may also have a Date confirmed if you wish [optional]. The Fulfillment Date, Shipping and Payment Terms, FOB, and Carrier are all populated from the details tab in the [[Vendor|Vendor Module]]. <br>
+
The {{Button|Close Short}} replaces the '''Delete''' button when an order has been partially fulfilled. This button will close short the unfulfilled portion of the order. Voided purchase orders maintain a history and can be seen in the search pane and some reports.
  
&nbsp; Any notes entered into the Note field will be displayed on the Purchase Order Report.
+
==Auto PO==
  
<br>
+
The Auto PO wizard provides an easy way to generate purchase orders for items with low quantities. [[Part#Create part reorder levels|Reorder levels]] can be created for each part to determine when the part should be ordered, and how many of the part should be requested.
  
<br>
+
# Set up [[Part#Create_Part_Reorder_Levels|Part Reorder Levels]].
[[Image:PO details subtab.JPG]]
+
# Click the {{Button|Auto PO}} on the module toolbar.
<br>
+
# Set the appropriate filters and click '''Next'''.<br>[[File:Auto PO filters.png]]
<br>
+
#* By default, parts with an [[Bill_of_Materials#Create_a_bill_of_materials|auto create BOM]] are not included in the Auto PO. To include them, select '''Include When Short / Always Create / Build to Order'''.
<br>
+
#* If '''Include No ROP/OUL''' is checked, items that are back-ordered will be included, even if reorder points have not been set.
 +
#* If reorder levels are set {{ModuleOptionsTab|Location Group|General|per location group}}, there will be an option to '''Create orders for each location group'''.
 +
# Parts that do not have a default vendor will not be placed on the order. The default vendor can be set on the {{ModuleTab|Part|Vendors}} or on the {{ModuleTab|Vendor|Parts}}.<br>[[File:Auto PO no default vendor.png]]
 +
# Click '''Next''' to see the parts that will be placed on the purchase order.<br>[[File:Auto PO verifying info.png]]
 +
#* Use the '''Create or add to PO''' option to add the items to a new or existing order. If the option is unchecked, the order will not be created.
 +
# Quantities can be modified by clicking inside the table cell or items can be removed by clicking the {{Icon Button|Delete}}. The order number can also be modified.
 +
# Click '''Next''' to proceed to the '''Summary''' step and then click '''Finish''' to complete the wizard.
  
'''Memo Subtab'''
+
==Currency conversion==
  
&nbsp; The memo field is an internal-use subtab that allows a user to enter notes regarding each Purchase Order. The top portion of the main screen will offer the dates notes were given, by what user, as well as a portion of the memo written. If the memo is longer than the top line allotted, you may highlight the entire line and the memo will be shown in its entirety on the bottom half of the main screen.
+
The {{Module|Currency}} provides the ability to create alternate currencies and set the conversion rate between the home currency and the alternate currency. These currencies can then be assigned to [[Vendor#Details_tab|vendors]]. When a vendor with an alternate currency is used in the {{Module|Purchase Order}}, costs can be viewed and set in the alternate currency. Fields used for multi-currency will not be visible until [[Currency#MODULE_OPTIONS|currency conversion is enabled]]. Below are the currency features available in the {{Module|Purchase Order}}.
  
&nbsp; You may add a new note[[Image:New icon.JPG|Image:New_icon.JPG]], edit an existing note[[Image:'edit item' symbol.JPG|Image:'edit_item'_symbol.JPG]], or delete a note [[Image:'delete item' shortcut.JPG|Image:'delete_item'_shortcut.JPG]]by highlighting the line item to be changed and clicking the corresponding button located on the component toolbar.
+
* The currency rate for the order can be set using the '''Rate''' field at the bottom of the purchase order. When changing the rate, a dialog will allow the vendor's default rate to be updated as well if the vendor is not using the currency default rate. The order total will also be displayed in the alternate currency at the bottom of the purchase order.<br>[[File:Purchase Order Total Currency.png]]
 +
* When selecting a vendor, the purchase order currency and conversion rate will default to the vendor's default values set on the {{ModuleTab|Vendor|Details}}.<br>[[File:Vendor Default Currency.png]]
 +
* The alternate currency is displayed in the order item table. Click to edit the '''Unit Cost''' or '''Total''' field in either currency and the currency conversion will happen automatically.<br>[[File:Alternate Currency in Item Table.png]]
 +
* The [[Advanced_Reports#Purchase_Order_Report|Purchase Order report]] can display the alternate currency which allows the order to be sent to the vendor in their default currency. The [[Advanced_Reports#Reconcile_Report|Reconcile report]] can also display alternate currencies.
 +
* If [[Currency#MODULE_OPTIONS|currency conversion is enabled]] in Fishbowl and QuickBooks, orders will export to QuickBooks with the alternate currency set.
 +
* The Purchase Order [[Imports_and_Exports#List_of_imports_and_exports|import]] also has currency conversion support.
 +
* A purchase order can be [[Receiving#Reconcile an order|Reconciled]] using the alternate currency.
  
&nbsp; You may print all the memo notes for a Purchase Order by clicking on the 'Print Memos' button in the top left corner of the main screen.<br>
+
==Search==
  
<br>
+
{{Search|'''Number''', '''Vendor''', or '''Status'''}}
[[Image:PO Memo subtab.JPG]]
 
<br><br><br>
 
'''Custom Subtab'''
 
  
&nbsp; The custom field subtab is an internal-use field for extra information regarding your company. You can set up specific names for each custom field line in the [[Custom Field|Custom Fields Module]]. <br>
+
[[File:PO Advanced Search.png]]
  
&nbsp; You may also look for Purchase Orders using the custom fields in the Advanced Search field of the search panel. For example, in the screenshot shown (right), you could flag each Purchase Order as either a high or low priority and then look for the corresponding Purchase Orders in the Advanced Search. <br><br>
+
=TABS=
[[Image:PO Custom subtab.JPG]]
 
<br><br>
 
  
<br><br>
+
{{HideH2|General tab}} [[File:PO General Tab.png|400px|right]]
 +
 
 +
The '''General''' tab displays important order information, including the vendor, the order number, the order status, addresses, order items, and more.
 +
 
 +
* The '''Buyer''' field will default to the user that created the order, but it can be changed to any Fishbowl user. Orders can be filtered by '''Buyer''' in the advanced search.
 +
* The '''Carrier''' and '''Service''' fields are populated from the {{ModuleTab|Vendor|Details}}.
 +
* Click the {{Icon Button|Edit}} in the address panel to modify the addresses for the current order.
 +
* Use the component toolbar to the right of the item list to add and modify items.
 +
* Right-click on the table header and choose '''More...''' to customize which columns are displayed.
 +
* Order items can be rearranged by right-clicking on an item and choosing '''Move Up''' or '''Move Down''', or by using the [[Fishbowl_Hot_Keys|Keyboard Hot Keys]].
 +
* To view the part image, hold the '''Alt''' key and click a purchase order line item.
 +
 
 +
{{HideH2|Details tab}} [[File:PO details subtab.png|400px|right]]
 +
 
 +
The '''Details''' tab displays important order details including a link to the vendor in the {{Module|Vendor}}, the last user to modify the order, shipping terms, payment terms, carrier, order dates, and more.
 +
 
 +
* The '''Phone''' and '''Email''' fields will show the the vendor's '''Main''' number and '''Email''' if they are marked as '''Default''' on the [[Vendor#Address_tab|default '''Main''' address]]. These fields will also transfer to the {{ModuleTab|Shipping|Details}} for credit returns. If the email address of a specific order is modified, the modified email address will be used to send emails for just that order.
 +
* The Shipping and Payment Terms are populated from the {{ModuleTab|Vendor|Details}}.
 +
* Any notes entered into the '''Note''' field will be displayed on the Purchase Order report.
 +
* The URL field can be used to link to local files, websites, etc.
 +
* '''Total cubic size''' is the total volume of all parts, based on the [[Part#Details_tab|part dimensions]].
 +
* '''Dimensional Weight''' does not correspond to the actual weight of the parts. Dimensional weight is calculated by dividing total cubic inches by the [[#Module_Options_General_tab|customizable weight factor]]. '''NOTE''': In the {{Module|Shipping|Details_tab}}, dimensional weight is based on the dimensions of the cartons, not the parts.
 +
 
 +
{{HideH2|Memo tab}} [[File:PO Memo subtab.png|400px|right]]
 +
 
 +
The '''Memo''' tab can be used to add information to each purchase order. The upper pane displays the memos, the date they were created, and the user that created them. Highlighting a memo will display the details of the memo in the lower pane.
 +
 
 +
* Click the {{Icon Button|New}} to create a new memo.
 +
* To edit a memo, highlight the memo in the upper pane and then click the {{Icon Button|Edit}}.
 +
* To delete a memo, highlight the memo in the upper pane and then click the {{Icon Button|Delete}}.
 +
* Click the '''Print Memos''' button to print the memos for an order.
 +
 
 +
{{HideH2|Custom tab}} [[File:PO Custom subtab.png|400px|right]]
 +
 
 +
The '''Custom''' tab stores additional fields for the order that can be customized to fit the needs of each company.
 +
 
 +
* Custom fields can be created and modified by opening the {{Module|Custom Field}} and selecting '''Purchase Order''' from the search pane to the left of the module.
 +
* Custom fields with the same name and type will transfer from the vendor to the purchase order if the [[Vendor#Module Options General tab|'''Vendor''' module option]] is enabled. For example, if a vendor has a custom field that stores priority and there is a matching custom field for purchase orders, the data in the custom field will transfer when creating a new order for the vendor.
 +
* To search for orders using the custom fields, click the '''Advanced Search''' button in the search pane to the left and then click the '''Custom''' tab.
 +
 
 +
{{:Module Options:Purchase Order}}

Latest revision as of 13:01, 21 May 2020

Icon.Purchase Order.png The Purchase Order module, located in the Purchasing group, facilitates the process of creating and issuing purchase orders. This module is often referred to as the PO module and allows for parts, miscellaneous items, outsourced items, and credit returns items to be added to a purchase order.


Create Purchase OrderOrder is FulfilledOrder is FulfilledPO, Credit Return or Outsource?Credit ReturnBid RequestOutsourceChange Item Type to Credit ReturnChange Item Type to OutsourceSend to VendorIssue Purchase OrderIssue Purchase OrderReceive ItemsPick ItemsPack/Ship ItemsReceive Outsource ItemsOrder is FulfilledReconcile OrderPrint Pick TicketPrint Packing TicketPurchase Order Process Flow Chart.png

PROCESS

1. Create a purchase order

Open the Small.Purchase Order.png Purchase Order module under and click the New Button.png New button on the module toolbar to create a new purchase order. Select the vendor for the purchase order by typing in the Vendor field or by clicking the Search Icon Button.png Search button for an advanced search. If the vendor does not currently exist in the system, select Add New from the bottom of the vendor drop-down list to create a new vendor.

New Purchase Order.png

The date will default to the date the PO is created, however the date can be changed by typing in the field or by clicking the Calendar Icon Button.png Calendar button. Fishbowl will automatically assign the next available order number, but this can also be manually changed. Click the Save Button.png Save button in the module toolbar to save any changes.

If desired, a Customer SO number or a Vendor SO number can be stored on the purchase order. This provides the ability to keep track of the order number the vendor is using to process the order, and the sales order number of the customer that ordered the item.

If applicable, the Location Group and Class for the order can be modified at the bottom of the order by the total field.

Purchase orders can also be created using the import.

2. Add items

Follow the steps below to add items to a purchase order:

  1. Enter the desired quantity in the Quantity field.
  2. Select the part to add in any of the following ways:
    • Begin typing in the Part field to search for parts. Either click the part in the list, or use the Enter key to add the highlighted part. Vendor part numbers can also be typed into the Part field to select an item.
    • Click anywhere inside the Part field and then select a part from the drop-down list.
    • Click the Search Icon Button.png Search button to open an advanced part search. Enter any search parameters, then highlight the desired part and click the OK button.
    • Click the Add Icon Button.png Add Item button to add a part, a miscellaneous item, or a kit.
      PO Add Item.png

When a part is added to a purchase order, it will pull the vendor's last cost for the part. If the item has not been purchased from the selected vendor and a vendor association has not been added, the cost will initially be $0. The cost can be manually changed by typing in the cost field. When the order is issued or fulfilled, the new cost will be saved for future use.

Main screen PO.png

Item types

To change the item type, click in the Type field of any line item and select from the following types.

Credit Return Type.png

Edit an item

  • Many fields such as Price, Quantity, Type, Vendor Number, and Notes can be edited directly in the order item table by typing in the field.
  • Double-click a line item to bring up the edit window and modify details such as Description, Class, Date Scheduled, etc.

Edit PO item.png

Click OK to close the edit window and then click Save in the module toolbar to save any changes.

3. Issue a purchase order

After all items have been added to the purchase order, the bid request should be sent to the vendor. Once the vendor responds, it may be necessary to make price adjustments, quantity adjustments, etc. Make any necessary edits and then issue the order.

To issue a purchase order, click the Issue Button.png Issue button. Issuing a purchase order automatically saves the order and allows the order to move to the next step in the process:

  • For Purchase type items, issuing will create a Receipt.
  • For Credit type items, issuing will create a Pick.
  • For Outsource type items, issuing will create a Pick.

Order status

The Status field shows the status of the purchase order:

  • Bid Request - The purchase order has been created, but not issued.
  • Issued - The purchase order has been issued but not received.
  • Partial - Some items have been fulfilled, but not all items are completely fulfilled.
  • Fulfilled - The purchase order has been completely fulfilled.
  • Closed Short - The purchase order was closed short.
  • Void - The purchase order was voided.

The status may also be one of the following for Credit Return and Outsource types:

  • Picking - The purchase order is currently being picked.
  • Picked - The purchase order has already been picked.
  • Shipped - The purchase order has been shipped.

4. Fulfill a purchase order

The steps necessary to fulfill a purchase order vary based on the item type.

FUNCTIONS

Module buttons

New Button.png New creates a new purchase order.

Issue Button.png Issue toggles the Issued status of the purchase order.

Save Button.png Save saves any changes made to the purchase order.

Delete Button.png Delete deletes the purchase order if it is in a Bid Request status. Issued orders can be unissued to return them to the Bid Request status.

Void Button.png Void replaces the Delete button when an order has an Issued status. The order will be voided, but not deleted.

Close Short Button.png Close Short replaces the Delete button when an order has been partially fulfilled. This button will close short the unfulfilled portion of the order.

To Receive Button.png To Receive opens the current purchase order in the Small.Receiving.png Receiving module.

Auto PO Button.png Auto PO creates purchase orders for items with low quantities.

Duplicate Button.png Duplicate creates a copy of the purchase order. The order number will automatically be assigned and the new SO will have a Bid Request status.

Email Button.png Email opens a window to compose an email. If the module's default report is specified, the PDF report will be attached. Email can be configured on the Email tab of the Small.Settings.png Settings module.

Print Button.png Print sends the default module report to the printer.

How To Button.png How To opens this article in a web browser.

Refresh Button.png Refresh reloads whatever is currently open in the module.

Credit return

After an item has been added, the type can be changed by clicking the Type field in the order item table, and choosing Credit Return from the drop-down.

Credit Return Type.png

The type can also be changed in the edit window by double-clicking a line item and then selecting Credit Return in the Type field.

Credit return PO.png

Once all items have been added, click the Issue Button.png Issue button in the module toolbar. Because credit return items are being returned to the vendor, they must be picked and shipped to fulfill the order. Open the order in the Small.Picking.png Picking module to complete the pick, and then ship the order in the Small.Shipping.png Shipping module.

Follow the steps below to create a miscellaneous credit return:

  1. Click the Add Icon Button.png Add Misc Item button to the right of the Part field.
  2. Change the type to Misc. Credit.
    PO Misc Item Credit Return.png
  3. Click the Issue Button.png Issue button to issue the order.
  4. Select the line item and click the Fulfill Icon Button.png Fulfill button or right-click the item and choose Fulfill Item.
    Misc.Item Credit Return.png

Outsource

Outsourcing is the process of sending a part to a vendor so that the vendor can work on the part. Then the item is received back into inventory, either with the same part number, or with a different part number. For example, a bike company may offer custom frame painting to customers for an additional fee. Since the company does not paint bikes at their location, they may outsource the frame to a painting company who completes the painting and ships the frame back to the bike company to be put together and sold to the customer. Follow the instructions below to outsource an item.

  1. Create a new purchase order for the vendor that will complete the outsourced work.
  2. Add the part which is to be outsourced and then click Type field in the order item table and choose Out Sourced from the drop-down.
    Outsource Type.png
  3. The type can also be changed in the edit window by double-clicking a line item and then selecting Out Sourced in the Type field. This dialog also allows the part number to change when the item is received back into inventory.
    Outsource PO item.png
  4. Once all items have been added, click the Issue Button.png Issue button in the module toolbar.
  5. Because out sourced items are being sent to a vendor, they must be picked in the Small.Picking.png Picking module and shipped in the Small.Shipping.png Shipping module.
  6. Once the work has been completed by the vendor, it can be received in the Small.Receiving.png Receiving module. Any amount paid to the outsource vendor can also be added to the receipt and landed into the item cost.

Edit a fulfilled purchase order

Users with the appropriate Access Rights can modify the information included on the Details, Memo, and Custom tabs of a purchase order even after the order has been fulfilled. This includes the ability to change the Fulfillment Date, Shipping Terms, Payment Terms, FOB, Carrier, Custom Fields, and to add Notes or Memos to the order.

This does not include the ability to modify costs, vendors, or items on the order. If the order has already been exported to QuickBooks, the changes must be manually entered in QuickBooks.

To make modifications, open a purchase order, make the desired changes, and then click the Save button in the module toolbar.

Void, delete, or close short a PO

The Void Button.png Void button replaces the Delete button when an order has an Issued status. The order will be voided, but not deleted. Voided purchase orders maintain a history and can be seen in the search pane and some reports.

The Delete Button.png Delete button deletes a purchase order if it is in a Bid Request status. Issued orders can be unissued to return them to the Bid Request status. Deleted purchase orders do not maintain a history and cannot be seen in the search pane or reports.

The Close Short Button.png Close Short button replaces the Delete button when an order has been partially fulfilled. This button will close short the unfulfilled portion of the order. Voided purchase orders maintain a history and can be seen in the search pane and some reports.

Auto PO

The Auto PO wizard provides an easy way to generate purchase orders for items with low quantities. Reorder levels can be created for each part to determine when the part should be ordered, and how many of the part should be requested.

  1. Set up Part Reorder Levels.
  2. Click the Auto PO Button.png Auto PO button on the module toolbar.
  3. Set the appropriate filters and click Next.
    Auto PO filters.png
    • By default, parts with an auto create BOM are not included in the Auto PO. To include them, select Include When Short / Always Create / Build to Order.
    • If Include No ROP/OUL is checked, items that are back-ordered will be included, even if reorder points have not been set.
    • If reorder levels are set per location group, there will be an option to Create orders for each location group.
  4. Parts that do not have a default vendor will not be placed on the order. The default vendor can be set on the Vendors tab of the Small.Part.png Part module or on the Parts tab of the Small.Vendor.png Vendor module.
    Auto PO no default vendor.png
  5. Click Next to see the parts that will be placed on the purchase order.
    Auto PO verifying info.png
    • Use the Create or add to PO option to add the items to a new or existing order. If the option is unchecked, the order will not be created.
  6. Quantities can be modified by clicking inside the table cell or items can be removed by clicking the Delete Icon Button.png Delete button. The order number can also be modified.
  7. Click Next to proceed to the Summary step and then click Finish to complete the wizard.

Currency conversion

The Small.Currency.png Currency module provides the ability to create alternate currencies and set the conversion rate between the home currency and the alternate currency. These currencies can then be assigned to vendors. When a vendor with an alternate currency is used in the Small.Purchase Order.png Purchase Order module, costs can be viewed and set in the alternate currency. Fields used for multi-currency will not be visible until currency conversion is enabled. Below are the currency features available in the Small.Purchase Order.png Purchase Order module.

  • The currency rate for the order can be set using the Rate field at the bottom of the purchase order. When changing the rate, a dialog will allow the vendor's default rate to be updated as well if the vendor is not using the currency default rate. The order total will also be displayed in the alternate currency at the bottom of the purchase order.
    Purchase Order Total Currency.png
  • When selecting a vendor, the purchase order currency and conversion rate will default to the vendor's default values set on the Details tab of the Small.Vendor.png Vendor module.
    Vendor Default Currency.png
  • The alternate currency is displayed in the order item table. Click to edit the Unit Cost or Total field in either currency and the currency conversion will happen automatically.
    Alternate Currency in Item Table.png
  • The Purchase Order report can display the alternate currency which allows the order to be sent to the vendor in their default currency. The Reconcile report can also display alternate currencies.
  • If currency conversion is enabled in Fishbowl and QuickBooks, orders will export to QuickBooks with the alternate currency set.
  • The Purchase Order import also has currency conversion support.
  • A purchase order can be Reconciled using the alternate currency.

Search

The Search Icon Button.png Search pane on the left can be used to filter by Number, Vendor, or Status. Records can also be found by typing in the table. Click the Advanced Search button to search the Custom Fields and the following search options.

PO Advanced Search.png

TABS

General tab
PO General Tab.png

The General tab displays important order information, including the vendor, the order number, the order status, addresses, order items, and more.

  • The Buyer field will default to the user that created the order, but it can be changed to any Fishbowl user. Orders can be filtered by Buyer in the advanced search.
  • The Carrier and Service fields are populated from the Details tab of the Small.Vendor.png Vendor module.
  • Click the Edit Icon Button.png Edit button in the address panel to modify the addresses for the current order.
  • Use the component toolbar to the right of the item list to add and modify items.
  • Right-click on the table header and choose More... to customize which columns are displayed.
  • Order items can be rearranged by right-clicking on an item and choosing Move Up or Move Down, or by using the Keyboard Hot Keys.
  • To view the part image, hold the Alt key and click a purchase order line item.
Details tab
PO details subtab.png

The Details tab displays important order details including a link to the vendor in the Small.Vendor.png Vendor module, the last user to modify the order, shipping terms, payment terms, carrier, order dates, and more.

  • The Phone and Email fields will show the the vendor's Main number and Email if they are marked as Default on the default Main address. These fields will also transfer to the Details tab of the Small.Shipping.png Shipping module for credit returns. If the email address of a specific order is modified, the modified email address will be used to send emails for just that order.
  • The Shipping and Payment Terms are populated from the Details tab of the Small.Vendor.png Vendor module.
  • Any notes entered into the Note field will be displayed on the Purchase Order report.
  • The URL field can be used to link to local files, websites, etc.
  • Total cubic size is the total volume of all parts, based on the part dimensions.
  • Dimensional Weight does not correspond to the actual weight of the parts. Dimensional weight is calculated by dividing total cubic inches by the customizable weight factor. NOTE: In the Small.Shipping.png Shipping module, dimensional weight is based on the dimensions of the cartons, not the parts.
Memo tab
PO Memo subtab.png

The Memo tab can be used to add information to each purchase order. The upper pane displays the memos, the date they were created, and the user that created them. Highlighting a memo will display the details of the memo in the lower pane.

  • Click the New Icon Button.png New button to create a new memo.
  • To edit a memo, highlight the memo in the upper pane and then click the Edit Icon Button.png Edit button.
  • To delete a memo, highlight the memo in the upper pane and then click the Delete Icon Button.png Delete button.
  • Click the Print Memos button to print the memos for an order.
Custom tab
PO Custom subtab.png

The Custom tab stores additional fields for the order that can be customized to fit the needs of each company.

  • Custom fields can be created and modified by opening the Small.Custom Field.png Custom Field module and selecting Purchase Order from the search pane to the left of the module.
  • Custom fields with the same name and type will transfer from the vendor to the purchase order if the Vendor module option is enabled. For example, if a vendor has a custom field that stores priority and there is a matching custom field for purchase orders, the data in the custom field will transfer when creating a new order for the vendor.
  • To search for orders using the custom fields, click the Advanced Search button in the search pane to the left and then click the Custom tab.


MODULE OPTIONS

Some aspects of the Small.Purchase Order.png Purchase Order module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.

General tab
PO Module options general subtab.png
  • Next Number
The characters entered in this field will be used as the next order number. Every time a new order is created, the final group of numbers will be increased by one. For example, Pier1-Order99-LA will be incremented to Pier1-Order100-LA.
  • Update vendor cost after Purchase Order is issued
With this option checked, the vendor's last cost will be updated whenever a Purchase order is issued. Any future Purchase Orders created with this vendor and part will default to the last cost for the item.
  • Only show vendor parts in part quick add
With this option enabled, only the parts on the Vendor's Parts tab will be available in the part drop-down when adding items to a Purchase Order.
  • Automatically issue drop ship orders
With this option enabled, purchase orders will be automatically issued for drop ship items.
  • Dimensional weight factor
The weight factor is used to calculate dimensional weight by dividing the cubic size in inches by the factor. For example, an item with a size of 1 cubit foot (1,728 cubic inches) and the default factor of 166 would have a dimensional weight of 10.4 lbs (1728 ÷ 166=10.4).

Email tab
PO module options email subtab.png
  • Send email when Purchase Order is issued
There are three options for email behavior when issuing a Purchase Order. Always send an email, Prompt if an email should be sent, or Never send an email.
  • Attach applicable sales order csv file
With this option checked, the Purchase Order as Sales Order export will be attached to the email. This can allow the vendor to import the order into their Fishbowl install or other software.

Custom tab
PO module options custom subtab.png
  • The custom tab allows a custom message (up to 4 lines) to be displayed on Purchase Order reports.