Creating Purchase Orders Manually (2024)

Note

To skip this step and avoid displaying the dialog box below, ensure that the Maintain Vendor/SKU parameter is disabled in the Inventory Parameters section of Parameters Setup.

End of the note.

• The Txn. Number field defines the unique number that identifies the inventory transaction. The inventory transaction number sequence is used for purchase orders, receiving transactions, transfers, and inventory count PLU lists. No action is required. Store Manager automatically completes this field with a number after you save the purchase order.

• The P.O. Number field defines the unique number that identifies the purchase order. You can modify the purchase order number if you have clicked Modify PO/Doc Number in the Inventory Parameters Maintenance window. No action is required, the system populates this field.

• The Vendor field defines the vendor that supplies the items you are ordering. You must complete this drop-down list before you can add items to the purchase order. Click the drop-down list and select a vendor from the list.

• The Order Type field defines the type of purchase order you are creating. If you click Order Type Required in the Inventory Parameters Maintenance window, you must complete this drop-down list before you can issue the purchase order. You can define the selection of order types that appear in this drop-down list in the Code Table Maintenance window. Click the drop-down list and select an order type from the list.

• The Status field indicates the current status of the purchase order. Pending: The order has not been issued and can be modified. Issued: The order is complete and cannot be modified. Void: The order has been issued and then voided. No action is required, the system populates this field.

• The Note field defines any notes regarding the purchase order. Type an alphanumeric string, up to 40 characters long, into the field.

• The Txn. Date field defines the date that the inventory transaction is created. The transaction date can differ from the order date. No action is required, the system populates this field with the system date of the computer that the Store Manager is running on.

• The Cancel Date field defines the date after which the purchase order should be cancelled. Store Manager does not automatically cancel any inventory transactions, the date in this field is for your information only. Click the button beside the field to open the pop-up calendar window. Click a date and click OK.

• The Order Date field defines the purchase order date. Store Manager automatically completes this field, but you can edit the information in it. Click the button beside the field to open the pop-up calendar window. Click a date and click OK. Alternatively, type a date into the field.

• The Exp. Delivery field defines the expected delivery date. The system populates this field with a date calculated using the value you enter into the Order Lag Days field in the Vendor Maintenance window, but you can edit it. Click the button beside the field to open the pop-up calendar window. Click a date and click OK. Alternatively, type a date into the field.

• The Vnd. Terms field defines the vendor’s payment terms. You define the vendor’s payment terms using the Terms field in the Vendor Maintenance window. No action is required, the system populates this field.

• The Origin field indicates whether the purchase order is based on an electronic document, suggested order, or manual order. No action is required, the system populates this field.

• The Transmit field indicates whether the purchase order has been issued. No action is required, the system populates this field.

• The Min. Order field contains the minimum dollar amount that must be ordered from the vendor. The data in this field is for information only. If the items on the purchase order total less than the amount in this field, the order can still be processed. No action is required, the system populates this field.

• The Over Min. Order field indicates whether the amount of the items on the purchase order is more than the amount in the Min Order field in this window. No action is required, the system populates this field.

• The PLU/XREF field defines the unique number that identifies the item you are ordering. Type a number into the field. If you click By PLU/Xrefin the Select Display Type dialog box, you must enter the item’s PLU or cross reference number. If you want to use cross reference numbers only, you must click Xreference Only in the Inventory Parameters Maintenance Window. For information about defining cross reference numbers, see PLU Cross Reference.

• The Description field contains the item’s description as you defined it in the PLU Maintenance window when you defined the PLU. No action is required, the system populates this field.

• The Required Qty. field defines the quantity of the item you are ordering. Type a number into the field.

• The Pkg. Qty. field defines the number of the item that is shipped in each case. For example, if the number 4 is in this field, the item is shipped in cases of 4. No action is required, the system populates this field with the number in the Pack Factor field in the Vendor’s SKU Maintenance window if the vendor’s SKUs are being used. If you do not enter a number into the Pack Factor field, the Store Manager enters the number 1 into this field.

• The Pkg. Count field defines the number of packages being ordered based on the values you enter into the Required Qty. field, and the number in the Pkg. Qty. field. If you order an odd number of items, the Store Manager calculates the number of packages required to fill the order. For example, if you enter 7 into the Required Qty. field, and there is a package size of 6, then 2 packages are ordered. The second package is ordered to accommodate the seventh item. No action is required, the system calculates the number of packages required and populates the field.

• The Extended Units field defines the total number of the items you are ordering. The total number is based on the package size, and the package count. No action is required, the system calculates the number of items and populates this field.

• The Cost Price field defines the cost to the store of the item you are ordering. The item’s cost is defined in the Cost field in the Vendor’s SKU Maintenance window or the PLU Maintenance window. The cost for the number of the item you are ordering is displayed in the Extended Cost field in this window. No action is required, the system populates this field.

• The Extended Cost field represents the total cost of the items being ordered. The total cost is based on the values in the Extended Unit and the Cost Price fields in this window. No action is required, the system populates this field.

• The Retail Price field defines the retail price for the item. You define the retail price in the Retail Price field in the PLU Page 1 tab of the PLU Maintenance window. No action is required, the system populates this field.

• The Ext. Retail field defines the retail price for the items being ordered. The total price is based on the values in the Extended Unit and the Retail Price fields in this window. No action required. Store Manager automatically completes this field.

• The Dept. field defines the department to which the item you want to order is assigned. You can assign PLUs to departments using the Dept. Number drop-down list in the PLU Page 1 tab of the PLU Maintenance window. For information about defining departments, see Departments. No action is required, the system populates this field.

• The Gross Mrg. field defines the gross margin the store earns on the item. The calculation is based on the difference between the values in the Retail Price and the Cost Price fields. No action is required, the system populates this field.

• The Seq. field indicates the line that is highlighted in the purchase order. The Retail Price, Ext. Retail, Dept, Gross Mrg., Seq., and Order Number fields contain the information for the line that is highlighted in the purchase order. No action is required, the system populates this field.

• The Order Number field contains a unique number that is used to track the item during order, receive, and transfer transactions. You define the order number in the Ordering No. field in the PLU Page 1 tab of the PLU Maintenance window. No action is required, the system populates this field.

• The Inventory Information field opens the Inventory Information window. The window contains information about the item in the line you highlighted in the purchase order. The item in the highlighted line must be inventory controlled. For more information about the Inventory Information window, see Inventory Information. Click the button.

• The Details field opens a detail screen which contains information about the item in the line of the purchase order that you highlighted. The information in the detail window cannot be edited. Click the button.

Note

You can view inventory information about each item you add to the purchase order by clicking Details on the Purchase Order window. The item entry portion of the maintenance window is replaced with a detail window.

End of the note.