Status

Proposed, Open, or Closed. Purchase Orders start in Proposed Status. After the PO order is placed with Supplier, change the status to Open. Status will automatically change to Closed when all products on it have been received or cancelled.

Ship By Service Level

Select an option from the drop down.

PO Number

Non editable field. Pulls the next number from a sequence series.

Tracking Number

Optional field. Field is enabled when the status is “Open”. Enter tracking number.

PO Date

Defaults to current date. Edit by clicking in the field and selecting a date from calendar.

Buyer

Defaults to the person logged in. Buyer may be changed by selecting from the drop down.

Total

Total cost of PO. This field will calculate based on products added.

Discount Amount

Enter a one time discount dollar amount that applies to this PO, if any. This amount does not carry over to the invoice. Must be entered while the PO is in a proposed status.

Supplier

The company you are ordering product from. Once the PO is saved, the Account Number, Phone Number, Fax Number, Email Address, and Website Address fields will fill in if that information exists on the Suppliers record.

Discount Percentage

Enter a one time discount percentage that applies to this PO, if any. This amount does not carry over to the invoice. Must be entered while the PO is in a proposed status.

Expected Arrival

Optional field. The date you expect the products to be delivered. Click in the field and use the calendar to select a date.

Reference Number

For use if you have another number you need to note on the PO, such as an external PO number. This prints on the PO when exported.

Ship By

Optional field. The date by which you would like the products shipped. Click in the field and use the calendar to select a date.

Store Billing Address

This pulls from Store Setup. It can be edited if the PO is in a proposed status. Changes made on the PO do not change the information in Store Setup.

Cancel After

Optional field. Set a cancel after date if you won’t want the product if it can’t arrive in time. Click in the field and use the calendar to select a date.

Store Delivery Address

This pulls from Store Setup. It can be edited if the PO is in a proposed status. Changes made on the PO do not change the information in Store Setup.

Ship by Preference

Select shipping method from drop down.

Comments

Enter additional information that does not fit elsewhere. This displays on the PO PDF that you export.

SKU

The system assigned, unique identification number for a product.

Cost

Cost of item pulled from Product Maintenance. To solve for this, select the radio button above it and enter the known information in the margin and retail fields.

Term

If the product is attached to a term, the term will display.

Margin

Margin of item pulled from Product Maintenance. To solve for this, select the radio button above it and enter the known information in the cost and retail fields.

Author/Title or Description

Book products display Author/Title. GM products display Description.

Retail

Retail of item pulled from Product Maintenance. To solve for this, select the radio button above it and enter the known information in the cost and margin fields.

Variant 1/Copyright

GM products display Size. Book products display Copyright.

Purchase Unit

GM only. Pulls from Product Maintenance.

Type

Displays the type of product: New Text, Used Text, Trade, Digital, or GM.

Qty

How many of the product you want to order.

Variant 2/Edition

GM products display Color. Book products display Edition.

Req Qty

The same as Qty, unless units per package is not 1. Example: units per package is 6 and qty is 2, req qty is 12 (6 x 2)

Catalog #/ISBN

GM products display Catalog #. Book products display ISBN.

Total

Total dollars per line. Cost x Req Qty.

+ Add Product

Button used to search for and add products to PO detail. Located in Header and Detail.

Delete PO

“Are you sure you want to delete this Purchase Order?” Pop up will appear then select Cancel or Delete accordingly.

Export PO

Change PO Status to Open and Save. Then select this button for PDF doc of PO. Upon selection, a popup will appear asking if you would like to include retail in the export. Select/Deselect and select OK.

View Supplier Discount

If Supplier has Discounts attached to Supplier and Product record, use this button to view.

Export CSV

Export an excel sheet of products and quantity on the purchase order.

Save

Located in top right corner and at the bottom of the screen.

Export Receiving Document

Becomes active once the PO is in an Open Status. See PO Receiving Document for more information on this document.