Types of Purchase Orders:

Accounting Seed supports two types of purchase orders: Standard and Drop Ship. The functionality for each is described below:
  • Standard - This is the traditional purchase order used to receive goods. The shipping address will be the address that is entered on the PO PDF format (usually the company's address). 
  • Drop Ship - A drop ship PO automatically allocates and creates a shipment when the PO is fully received. Drop ship POs must be completed from a sales order, and also must be received in full at one time to automatically create the allocations and shipment associated with their source sales order. The shipping address on the PO will be the address on the customer account and not the address on the PO PDF format. Please see the Sales Order to Purchase Order knowledge article for more details.
Summary of Steps:
  1. Navigate to the Purchase Order Tab and click the "New" button. Complete the required fields outlined in red. The list below is a reference to how the purchase order header fields work. You first need to complete a purchase order header, and then add lines to the purchase order.
    1. Type - (Standard or Drop Shipment).
    2. Order Date - Select the purchase order date. Defaults to today.
    3. Status - (Open, Closed, Cancelled) This is used to denote the status of the purchase order. User-defined values may be added to accommodate proprietary business process.
    4. Vendor - Select the vendor to issue the purchase order to here.
    5. Vendor Contact - Lookup to the contact object. This is used as a reference field as to who a purchase order was sent to.
    6. Vendor Address Fields - Indicates the address the purchase order was sent to. A workflow rule may be used to populate these fields automatically from the Account, Contact or a custom object storing addresses.
    7. Shipping Company - Select the vendor to issue the purchase order to here.
    8. Shipping Contact - Lookup to the contact object. This is used as a reference field as to who a purchase order was sent to.
    9. Shipping Address Fields - This indicates the address the purchased items should be shipped to. A workflow rule may be used to populate these fields automatically from the Account, Contact or a custom object storing addresses.
  2. After the Purchase Order header has been created, scroll down and select the "New Purchase Order" line. The Purchase Order lines are where the actual product or service was bought and received.
    1. Purchase Order - This should auto-populate with the purchase order number from the header.
    2. Product - Lookup to Salesforce products.
    3. Quantity - The number of units you are purchasing for.
    4. Unit Price - Enter the product or service unit price. Allows up to six decimal places.
    5. Project & Project Task - If the line is associated with a project, then select the project & project task here. Project task is the work break down structure for projects, such as: Phases, Deliverables or Roles.
    6. GL Account Variable 1-4 - Used to record subaccounts of GL account variables and will automatically populate if set on the individual Product record.
    7. Click "Save" or "Save and New" to create another purchase order line.
 
Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

1 Comments

  • 0
    Avatar
    Jeanae Remala

    I have a few questions as a new user to the system:

    1.  We like to record the Item Receipt number in the system.  Vendors don't always include our PO on their documents so this make it easier when matching AP Invoices to item receipts in the system.  Is there a field to record this data when receiving in a PO?

    2.  Most all of our orders have freight charges added on to them. They charges do no appear on the PO.  How do we add these to the PO when receiving in on the PO?

    3.  Can an error message be generated to alert the person receiving in on a PO that they are currently, or cumulative receipts on the PO line item, exceed the amount ordered?  It looks like the system allows you to easily receive in 100 instead of 10...    This wouldn't be caught until an invoice comes in, so could really mess up our inventory.  Sometimes invoices aren't received from vendors for quite some time.

Please sign in to leave a comment.