purchase orders from contract

A purchase order can be created from an existing Purchase Contract. All of the details defined on the purchase contract will default to the purchase order. Depending on the Price Mode option, the prices may be modified in the purchase order. As the purchase order is created from the contract, the purchase contract inventory is depleted each time that a purchase order is created.

Prior to creating a purchase order from a contract, the following task must be completed.

• Purchase Contract

Create a Purchase Order from Contract

In order to create a purchase order from contract, the header details need to be completed to identify the contracts that are available for selection.

1. In General>Purchases, select Orders.

2. In the Purchase Orders index, click to create a new purchase order.

3. In the PO No field, the purchase order number will auto-generate. The user can override the PO No if required.

4. In the PO Date field, the current date will default as this field represents the date that purchase order was created.

5. From Vendor No, select the vendor that will supply the products on the purchase order.

6. From Dest Cost Center No, select the cost center that will receive the products identified on the purchase order.

Line Item Order Details

After completing the header of the order, the user can select the contract that will default all of the information for the product details.

1. Click on the PO Line Items grid.
2. Click the drop down arrow beside and select Add Contract  to default in the contract details.

 



 

3. In the Purchase Contract Inventory, enter the number of vendor units that will be transferred to the purchase order. This process will remove the units from the purchase contract inventory of available units and transfer the units to the purchase order inventory.



Helpful Hints: Why is there no contract available?

 

1. The contract is not posted.
2. The contract date has expired, Make sure that the expiration date is less than the purchase order date.
3. There is no quantity available for the contract.
4. The vendor on the contract does not match the vendor on the purchase order.

 



 

4. The product details for the product and any defined freight products will default to the purchase order. The Contract No will be populated with selected contract. Depending on the selected Price Mode, the pricing details may or may not be modified.

Post a Purchase Order

The purchase order must be saved and posted for the product to be received. Posting will also prevent a purchase order from being modified. With proper permissions, a purchase order can be un-posted and posted as many times as required until a receiving transaction has been entered for the purchase order. Once a receiving transaction has been entered, the purchase order can no longer be un-posted. If the approval process is implemented, the purchase order must be approved prior to being posted. Details related to approving purchase orders can be reviewed in Purchase Order Approval.

1. Click to save the purchase order.
2. Close the purchase order. If the purchase order has not been saved, the user will be prompted to save the purchase order.
3. In the purchase order index, locate the purchase order and right-click to select Post. Multiple purchase orders can be posted at the same time by highlighting the required purchase orders and right-click to select Post.