Create Purchase Orders

Form ID: (PO505000)

Note:

This form is available only if the Inventory feature is enabled on the Enable/Disable Features (CS100000) form.

You use this form to create purchase orders for items included in sales and transfer orders for which the Mark for PO check box was selected on the Sales Orders (SO301000) form and for items for replenishment of the Purchase source type. Also, you can create purchase orders for the remaining quantities (that is, those not yet shipped) of items that were partially shipped for sales orders and for replenishment requests generated by using the Prepare Replenishment (IN508000) form.

Generally, the generated purchase orders will include the requests for each replenishment warehouse for each vendor, no matter which demand warehouses were specified for the items to be ordered.

You can view the generated purchase orders on the Purchase Orders (PO301000) form.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Process	Creates purchase orders for the items from sales and transfer orders you have selected in the table (by selecting the unlabeled check boxes in the rows).
Process All	Creates purchase orders for all items from sales and transfer orders listed in the table.
Inventory Summary	Opens the Inventory Summary (IN401000) form in a pop-up window to display the availability data of the inventory item you selected in the table (by clicking the row).

Selection Area

In the Selection area, you can select the orders to be listed (and processed, if needed) by inventory item, item class, item product manager, workgroup, or specific customer. Also, you can select the creation date for the purchase orders to be generated.


Element	Description
Creation Date	The date when the purchase orders will be created.
Product Manager	A box and the Me check box, which you use as follows to select the sales orders for the inventory items that are assigned to a particular product manager: Select the Me check box to view the orders for inventory items assigned to you. The box will display your user name. Clear the Me check box and select another user to view the sales order for inventory items assigned to another product manager. Clear the check box and the box to view the sales orders for inventory items assigned to all users of the selected workgroup (if one is specified) or all workgroups (if no workgroup is specified).
Product Workgroup	A box and the My check box, which you use in the following ways to view the sales orders for inventory items assigned to a specific workgroup or a product manager in a group: Select the My check box to view the orders for inventory items assigned to your workgroup. Clear the My check box and select another workgroup to display the orders for inventory items assigned to all members of the group or to a particular user of the group. Leave the box blank and clear the check box to view the orders for inventory items assigned to all workgroups.
Item Class ID	The item class of the inventory items listed on the purchase orders.
Inventory ID	The particular inventory item for which you want to generate purchase orders.
Warehouse ID	The destination warehouse for the items to be purchased (as specified on replenishment orders or sales orders). This box appears only if the Multiple Warehouses or Multiple Warehouse Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Requested On	The date when the items are expected to be received. Specify the date to see the items that are requested on the date equal or less than the specified date.
Vendor	The vendor ID and vendor name from which the items are to be purchased. Select a particular vendor to create orders for this vendor. The system groups items to be purchased from this vendor by the warehouse specified for the item, creating a separate purchase order for each warehouse that is specified for at least one item. For purchase orders of the Drop-Ship type, the system creates a consolidated drop-ship order for each group of purchase requests with the same sales order and the same vendor. You can view the generated purchase orders on the Purchase Orders (PO301000) form. If the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form, the list of values may be limited based on the branch selected on the current form. A vendor is available for selection if the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains this branch (or the company or company group that contains this branch).
Customer	The customer ID and customer name for which the items are to be purchased, if applicable. Select a particular customer to create orders for this customer only. The system groups these items by order type, vendor, and warehouse creating a separate purchase order for each group. For purchase orders of the Drop-Ship type, the system creates a consolidated drop-ship order for each group of purchase requests with the same sales order and the same vendor. The list of customers available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Customers (AR303000) form. With the feature enabled, a customer is available for selection if one of the following is true: The Restrict Visibility To box is empty for the customer—that is, the customer’s visibility is not restricted. A branch, company, or company group is specified in the Restrict Visibility To box for the customer, and your user account has the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.
Order Type	The active predefined or custom order type of sales orders whose items you want to create purchase orders for.
Order Nbr.	The number of the sales order. To create a purchase order for the specific sales order, select the SO order type in the Order Type selection box, and then select the order number in the Order Nbr. box.
Production Order Type	The type of a production order for which you want to create purchase orders for. This element is displayed only if the Material Requirements Planning or Distribution Requirements Planning feature is enabled on the Enable/Disable Features (CS100000) form.
Production Nbr.	The number of the production order for which you want to create purchase orders. In this box, only production orders are displayed and not MRP planned orders. This element is displayed only if the Material Requirements Planning or Distribution Requirements Planning feature is enabled on the Enable/Disable Features (CS100000) form.
Total	A read-only box that displays the extended amount of the purchase order for the specified vendor to be created. Note: This box appears only if a vendor is selected in the Vendor box of the Selection area.
Weight	A read-only box that displays the total weight of items on the purchase orders to be created.
Volume	A read-only box that displays the total volume of items on the purchase orders to be created.

Table

The table shown on each filter tab contains inventory items in incomplete lines of sales or transfer orders with the Mark for PO check box selected on the Sales Orders (SO301000) form and items for replenishment of the Purchase source type. (The system lists only items that meet the selection criteria you have specified.)

If the Manufacturing feature is enabled on the Enable/Disable Features (CS100000) form, this table also displays items that are production materials included in documents with the Production to Purchase plan type.

You can select the lines of sales orders for which you want to create purchase orders and process them. The table on each tab has the following columns.

Table 1. Table Columns
Column	Description
Included	An unlabeled check box that you select to include this inventory item in processing if you click Process.
Plan Type	The item plan of the item, for which the creation of a purchase order is requested.
Inventory ID	The ID of the inventory item to be purchased. If you click the link, the system opens the Stock Items (IN202500) form in a pop-up window so you can view or edit the settings of the inventory item.
Item Description	The description that has been specified for the inventory item to be purchased.
Subitem	The subitem of the inventory item to be purchased. This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Warehouse	The warehouse for which the item will be purchased. If you click the link, the system opens the Warehouses (IN204000) form in a pop-up window so that you can define, view, and modify the settings of the warehouse. By default, this is the warehouse specified on the Item Warehouse Details (IN204500) form as the replenishment warehouse for the item when it is stocked at the demand warehouse. This column appears only if the Multiple Warehouses or Multiple Warehouse Locations feature is enabled (or if both features are enabled) on the Enable/Disable Features (CS100000) form.
Warehouse Description	The description of the warehouse.
Demand Warehouse	The warehouse where the item was requested for the transfer order or for replenishment. If you click the link, the system opens the Warehouses (IN204000) form in a pop-up window so that you can define, view, and modify the settings of the warehouse. This column appears only if the Multiple Warehouses or Multiple Warehouse Locations feature is enabled (or if both features are enabled) on the Enable/Disable Features (CS100000) form.
Demand Warehouse Description	The description of the warehouse where the item was requested.
UOM	The unit of measure (UOM) used for the inventory item to be purchased.
Quantity	The quantity of the inventory item to be purchased.
Requested On	The date when the item is expected to be received. The system inserts the date as follows: For a line with the SO to Drop-Ship plan type, the date is copied from the Requested On column for a corresponding sales order line on the Details tab of the Sales Orders (SO301000) form. For lines with other plan types, the system inserts the date of the related item plan. You can view this date in the Allocation Date box on the Inventory Allocation Details (IN402000) form.
Vendor	The ID of the vendor from which the item will be purchased. If you click the link, the system opens the Vendors (AP303000) form in a pop-up window so you can define, view, and modify the settings of the vendor.
Vendor Name	The name of the vendor from which the item will be purchased.
Location	The vendor location from which the item will be purchased. This column appears only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Lead Time (Days)	The number of days required for any item to reach the company when it is shipped from this vendor. This value is specified on the Vendor Inventory (PO201000) form.
Add. Lead Time (Days)	The additional lead time, if one has been specified for the vendor or the carrier.
Terms	The credit terms used in relations with the vendor.
Ship Via	The carrier used to ship the ordered item.
Vendor Price	The vendor's price for the inventory item to be ordered. The vendor price for the inventory items is specified on the Vendor Inventory (PO201000) form.
Extended Amt.	The extended amount for the line, which the system calculates as the price multiplied by the quantity of the item.
Currency ID	The applicable currency.
Customer	The ID of the customer for which the item is to be purchased. If you click the link, the system opens the Customers (AR303000) form in a pop-up window so you can view and edit the settings of the customer.
Customer Name	The name of the customer for which the item is to be purchased.
Customer Location	The customer location to which the purchased item should be delivered. This column appears only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Customer Price	The price specified in the original sales order.
Customer UOM	The unit of measure used as the sale unit on the sales order.
Order Nbr.	The reference number of the sales or transfer order in which this inventory item was included (with the Mark for PO check box selected) on the Sales Orders (SO301000) form. If you click the link, the system opens the Sales Orders (SO301000) form in a pop-up window so you can view or edit the sales order.
Production Order Type	The order type of the production order. This element is displayed only if the Material Requirements Planning or Distribution Requirements Planning feature is enabled on the Enable/Disable Features (CS100000) form.
Production Nbr.	The production order number that requires this item. This element is displayed only if the Material Requirements Planning or Distribution Requirements Planning feature is enabled on the Enable/Disable Features (CS100000) form.
Weight	The weight of the specified quantity of the item.
Volume	The volume of the specified quantity of the item.

Table Filter Tabs

Each of the default filter tabs listed below has a table whose records may be filtered by certain criteria.


Tab	Description
All Records	This tab lists all inventory items that were included in sales or transfer orders with the Mark for PO check box selected on the Sales Orders (SO301000) form and items for replenishment of the Purchase source type. (The system lists only items that meet the selection criteria you have specified.) You can then select the sales orders for which you want to create purchase orders.
Current Month	This tab lists only those items from the All Records tab that are requested during the calendar month of the business date. You can view these items and select them to create purchase orders.