The following document will lead you step by step in creating a Purchase Order manually.
From the Main Menu go to 3.2.2, Purchase Order Entry.
Hit a period (.) and then ENTER for a new PO number.
Enter the Vendor code, if you know it, or, use the “?” to lookup a vendor.
Enter the location and hit ENTER.
Enter in your Salesperson and hit ENTER.
Enter the Date which you are making the PO in Date Ordered and hit ENTER.
Enter the Date Due and hit ENTER.
Enter the Ship Via (how it should be shipped to you—only if you need to) and hit ENTER.
Once at field #9, you can enter part numbers one by one. Enter the part number (or use a “?” to lookup a part if you are unsure) and then hit ENTER. It will take you over to QTO.
You may enter a part number the system does not know. It will do nothing to inventory. You will be required to fill out some extra fields (like description) because the system has no record of this part. Upon receiving it in, you will be required to tell the computer whether you want this part to be entered into inventory.
When you are finished entering parts, hit Backslash (\) and ENTER. This will bring you to the bottom of the screen.
You can now choose from the options listed just above your cursor for your next step.
You may print by hitting a “P”. It says: <P> = Print Short, Long or Pick PO. You will then be able to specify the kind of PO to print.
You may hit an “I” for Special Instructions. These will appear on the PO in a box marked “Special Instructions”.
You may enter “SO” for a Sort Part Numbers. This will put the parts in numerical and alphabetical order.
If you would like to put a comment on the PO you can hit “CO” for a “Purchase Order Comment”.
If you know you are finished with the PO, then you can hit “R” to “Release Purchase Order”. The Releasing of a PO will allow you to go into Receiving and pull the PO up to receive it in.
Hitting “R” to Release the PO finished your editing of the PO. But let’s say you made a mistake and need to Unrelease the PO to edit it further. At the top of the Screen in Purchase Order Entry, enter the PO number and then hit ENTER. Now you can hit “U” to Unrelease it. It will then ask you: “The Date Ordered, Due Date, Date Released and Date Backordered will be erased on this PO. Are you sure you want to Unrelease this PO (Y/N)?”. You will see the screen go blank and then the cursor will be up at the top of the screen—this is normal. The PO has been unreleased, but you need to pull it up one more time to edit it. It is now in the lookup. Use a “?” to find it and pull it up again. You can edit it at your leisure and then Release it when necessary.
