Creating Purchase Orders

Modified on Mon, Aug 26 at 2:32 PM

The purchase order is the actual contract of purchase between your organization and your vendor. It will include all of the details from the purchase request and can also include the date by which the parts must be received, the carrier, the FOB Code, the terms of purchase, and any additional comments to the vendor.

This article should describe how to create a purchase order. For more help with purchasing in general, see About Purchasing or Converting Purchase Requests.

Creating a Purchase Order

From the left sidebar, select Procurement, then Orders, and then New Purchase Order at the top right, or at the very top, select Add New and then Purchase Order.
You must select the vendor you are buying from by selecting the search bar icon, though you may also select the buyer and add extra comments about the purchase.
Select Save & Add Another if you would like to add multiple at a time, or select Save if you are only adding one. The purchase order overview should appear.
You must add line items for the request to be approved. Scroll down from the overview and select + Add Line Items.
You can either add a part in inventory or a part not in inventory.
- If you are adding a part not in inventory, you will be directed to the add line items page, and you must fill out the form fields to add the part. Descriptions of each field can be found in the chart below. Select Save when you are done.
- If you are adding a part in inventory, you will be directed to the parts lookup page. You can search for the part(s) you would like using the search bar or sort/filter for them using the sort button at the top right. Once you find each part, fill out the quantity you need and the unit cost and select Add to Cart. When you are done adding all of your parts, select Process at the top.
Your purchase order is now complete. You can add notes or attachments by using the left menu.

Below is what the purchase request should look like once created, along with the section to add line items at the bottom:

Part Not In Inventory

Field	Description
Description	Description of the part.
Order Quantity	Number of parts you need
Purchase UOM	The unit of measurement that the part is charged by.
Unit Cost	Cost per unit of the part.
Charge Type	How you are charging this line item Asset, Work Order or Account.
Charge To	What Asset, Work Order or Account you are charging this line item to.
Account	Additional Account Information.

Part In Inventory

The Part Lookup Page should appear like this. Use the search bar at the top to directly search for parts or the sort button to sort for parts based on their Part ID, Description, or Manufacturer. Make sure to edit the quantities and unit costs of the parts you need before you add to cart. Once added to cart, the number on the cart should increase, and when you are done, select Process.