How to Create a Detailed PO

Use the following steps to create a detailed purchase order:

1. Click on the Business tab, click Purchasing, and select PO Management.

2. Click on the Select Batch button to create or select a batch.

Note: Refer to How to Select/Release a Batch for more information on how to use this feature.

3. Click on the Add Detailed PO button.

4. In the New Purchase Order [Detailed Mode] screen, enter the PO Number.

PO Number must be unique and have a maximum of 12 characters.

5. In the VENDOR section, enter the Vendor Number or click on the Search icon to search for a Vendor.

Note: Refer to How to use Vendor Search for more information on how to use this feature.

Once a Vendor Number is provided, the appropriate fields will display the vendor information.

6. If applicable, in the SHIP TO section, click on the Location drop-down menu to select another location. The appropriate fields will be populated with the location information.

Note: By default, the location the user is signed in is selected.

7. If applicable, enter or update the information in the following fields: Address 1, Address 2, City, Country/Province, Postal and Ext, Building, Room, Department, Phone and Ext. and/or Attention.

8. In the GENERAL section, click on the Buyer drop-down menu to select an option.

9. If applicable, click on the Approver drop-down menu to select an option.

10. If applicable, click on the calendar icon to enter the Order Date. Default: Current date.

11. If applicable, click on the calendar icon to enter the Delivery Date. Default: Calculated based on the Default Delivery Dates set up in Requisition Master settings.

12. If applicable, enter the PO Estimate amount.

13. If applicable, enter the Tender Number.

14. If applicable, enter the F.O.B. (Freight/Free On Board) field. Default: Vendor F.O.B. or as setup in PO Default settings.

15. Enter the Discount Rate. Default: Vendor Discount Rate or as setup in PO Default settings.

16. Enter the Terms. Default: Vendor Terms or as setup in PO Default settings.

17. If applicable, enter the Ship information. Default: As setup in PO Default settings.

18. If applicable, enter the End Use field. Default: As setup in PO Default settings.

19. If applicable, enter the Special Instructions. Default: Vendor Shipping Instructions or as setup in PO Default settings.

20. If applicable, select any of the following selection boxes: Print PO Estimate Description and/or Print PO Confirmation Description.

21. Click on the Actions drop-down menu above the grid and select Add New Detail Line to add a new detail line or Add New Description Line to add a new description line. The respective entry screens will be displayed. Enter the necessary data to finalize the line item entry. For step by step instructions on how to enter data in the Detail Line Entry screen, refer to How to Add New Detail Line or in the Description Line Entry screen refer to How to Add New Description Line.

Note: A purchase order must have at least one line item.

22. If applicable, click on the Actions drop-down menu and select Tax Code Reset to make changes to the tax codes. For step by step instructions refer to How to Reset Tax Codes.

23. If applicable, to delete a line item, select Delete from the Action column of the selected line item. To modify a line item, select Modify from the Action column of the selected line item. The Detail Line Entry or the Description Line Entry screen will be displayed in edit mode.

Note: Refer to How to Use the PO Entry Grids for more information on these processes.

Use the Low Summary and/or High Summary tabs to display the grid in summary view.

24. If applicable, in the Attachments section, upload new files.

Note: Refer to How to Upload a File for more information on how to use this feature.

25. Click on the Save button to save the PO or click on the Cancel button to return to the PO Management screen without saving changes.

26. If Save is selected, the PO Print prompt will be displayed. In the PO Print- Single PO section, click on the Available Templates drop-down menu to select an alternative option.

27. In the Delivery Method section, select one of the following buttons: Print (Hard Copy), Email or Fax. Click on the Cancel Print button to cancel the PO Print process.

Note: Buttons will be enabled based on vendor's Preferred Method of Delivery.

28. If Print is selected, a pdf file will be created and downloaded. Click on the downloaded .pdf file (bottom left corner) to view.

Note: The options to Save (Download) and/or Print are available.