Purchasing
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      Creating and Editing Purchase Orders

      How to create and edit purchase orders to increase material quantities and update material costs

      Prerequisites

      • The Transactions Access → Purchase Orders → Access role is required to view existing purchase orders.
      • The Transactions Access → Purchase Orders → Create role is required to create and edit purchase orders.

      Getting There

      Transactions → Purchase Orders

      Creating a New Purchase Order

      1. Click on the Add button at the top of the list of purchase orders.
      2. Enter the document information for the purchase order.
      3. Enter the line items for the purchase order.
      4. Add attachments, if any, for the purchase order.
      5. Click the Save All button to save your changes, or Cancel to revert them.

      Editing an Existing Purchase Order

      1. Click on the purchase order that you wish to edit from the list of purchase orders shown.
      2. Click on the Edit button at the top of the purchase order. This option will only be available if the purchase order has not yet been approved.
      3. Modify the document information for the purchase order, if required.
      4. Add, modify, or delete line items for the purchase order, if required.
      5. Add, modify, or delete attachments for the purchase order.
      6. Click the Save All button to save your changes, or Cancel to revert them.

      Entering the Document Information

      In the Purchase Order Details section:

      • Select the vendor that you are buying materials from.
      • Enter any additional notes concerning the purchase order.
      • If the purchase order uses a foreign currency, specify the currency used on the purchase order.
      • If you are taxed on shipping separate from the materials themselves, specify the tax code for shipping.
      • Select the warehouse that will be receiving the materials.

      Entering the Purchase Order Line Items

      In the Items section:

      • Click on the Add button at the top of the grid to add a new line.
      • For each line:
        • Select the material being purchased.
        • Enter the size, units and price for the material's purchasing unit. For example, you may be purchasing 50kg boxes of phosphoric acid for $1,200.00 each.
        • Enter the quantity you are purchasing. For example, you may be purchasing 10 boxes of phosphoric acid.
        • Enter the shipping cost (if any).
        • Select the tax that applies to the listed material.

      Adding Attachments to a Purchase Order

      In the Attachments section:

      • Click on the Add button to add any associated attachments (such as a PDF file of the invoice sent to you).
      • In the resulting window, click Choose File and select a file from your computer.
      • Click Update to attach the file to your purchase order.

      Tips and Tricks

      Ensure that all the items, quantities and costs on the purchase order are correct before receiving to prevent yourself from having to make corrections in the future.

      Further Reading