The Purchase Order Entry and Print program is used for manual entry and review/edit of Purchase Orders. It gives a complete picture of what you are ordering, the terms, and when to expect delivery. If a Purchase Order (PO) was automatically generated in "Generate Automatic Purchase Order for Vendor" (3.2.1), it will be displayed here to be reviewed and released.

Purchase Order Entry will retrieve and display all open unexpired PO Memos for the Vendor at different places within the program. When a new PO is created, after entering the vendor, a window will open up to display the Memos. A <P>rint option is available from within the memo window.

Memos will also be displayed when the vendor is changed on a PO, if there are any purchasing type Vendor Memos on file for the Vendor, the <VM> option will be available to view the Vendor Memos. Memos are also displayed when the PO is released, which gives the user one more chance to add items to the PO if a new memo was recently added. The user will be prompted to verify that they still want to release the PO after the memo window is exited. Please Refer to "Vendor Memo Entry" (3.5.1.4.1) for more information.

You may choose to allow the system to assign a PO number or manually enter the PO Number. Refer to "Purchase Order Number" for more detailed information.

You may view the original Purchase Order, if it has been partially received. The display is the same as the view option when the PO is already used. At the ENTER SELECTION prompt, enter a <V> to view the PO.

NOTE: If you have not loaded an upgrade for a few years then you will only be able to view PO’s from the time the upgrade is loaded.

The Vendor Code is mandatory. Refer to "Vendor Code" for more detailed information.

After entering the vendor code, a window will open up to retrieve and display all open unexpired PO Vendor Memos for the Vendor at different places within the program. A <P>rint option is available from within the memo window.

Memos will also be displayed when the vendor is changed on a PO. A bottom option <VM> (Vendor Memos) will be available when memos are on file, and will allow the user to access the memo window. Memos are also displayed when the PO is released, which gives the user one more chance to add items to the PO if a new memo was recently added. The user will be prompted to verify that they still want to release the PO after the memo window is exited.

For more information on Vendor Memos please refer to "Vendor Memo Entry" (3.5.1.4.1).

The current Location will be displayed. To accept, just press <ENTER>.

To display a list of Locations, enter <?> at the Location prompt and press <ENTER>. This will give you a list of Locations.

The Salesperson Code is mandatory.

If the Due Date is left blank, the system will add the Lead Time setup in "Vendor Entry" (3.5.1.1 field 14) and add it to the Release Date. To have the system calculate Due Date, just press <ENTER>.

The Ship Via field is a free form field. Type in the ship via and press <ENTER>.

You may assign a Payment Term to the Purchase Order. The Payment Terms are setup in “Payment Term Entry” in ACCOUNTS PAYABLE (7.8.1). These Payment Terms will flow through to the Receiving and ultimately to the Voucher, if Receiving is integrated to Vouchers. The Standard Payment Term for the Vendor, setup in “Vendor Entry” in ACCOUNTS PAYABLE (7.6.1, field 13), will show unless another Payment Term is chosen.

The Part Number Information is displayed in the bottom of the screen when entering or highlighting a Part Number. Refer to "Part Number Information" for more detailed information.

You may print a Short, Pick Type or Long Purchase Order. Please refer to "Printing Purchase Orders" section under "Generate Automatic Purchase Order for Vendor" (3.2.1) for more detailed information.

The Hazardous Material Comment, that is part of the federal specification, will be printed on Transfer Purchase Orders. This comment states:  “This is to certify that the above named materials are properly classified, described, packaged, marked and labeled, and are in proper condition for transportation according to the applicable regulations of the Department of Transportation.”

Releasing a Purchase Order will update the Quantity On Order and Due Date for the Part Numbers listed in the Purchase Order. Please refer to "Releasing the Purchase Order" section under "Generate an Automatic Purchase Order for Vendor" (3.2.1) for more detailed information.

You may Sort your Purchase Order part numbers by the Part Number or the Bin Location. This feature is very handy for Transfer Purchase Orders or when you want to verify your inventory on the shelf. The Bin Location must be set up in "Inventory Entry" in INVENTORY (5.1.1 field 18).

To Drop Ship the Purchase Order to a Customer Number or Not-on-File address type <DS> and press

<ENTER>. The drop ship information will print in the “Ship To” section of the heading.

Free form Comments or Special Instructions may be added to your Purchase Order. Please refer to "Purchase Order Comments" for more detailed information.

The Fax Purchase Order program is an OPTIONAL program. Please call the Perfection Software Sales Department for more detailed information.

You may Convert a Transfer Purchase Order to a POS Transfer Invoice. Please refer to "Convert Purchase Order to POS Transfer Invoice" section under "Generate Automatic Purchase Order for Vendor" (3.2.1) for more information.

A Purchase Order may be flagged as “Arrived” but not Received. The part numbers affected will be marked as “Arrived” in the “Due Date” column when displaying Unit of Measure information in “POS Order Entry” in POINT OF SALE (1.1). This will allow the Counterperson to sell the product rather than to mark it as a “lost sale.”

Perfection Software works with many Paint Manufacturers to transfer Purchase Orders Electronically. The Electronic Purchase Order Transfer must be setup prior to use. Most Vendors will contact you directly to set up this program.

NOTE: You must be on the Windows® Version of Perfection Management.

<U>nreleasing a PO - The Date Ordered, Due Date, and Backorder Dates will be retained unless manually cleared by following the prompt to <C>lear Dates and confirming <Y>es or <N>o.