Create a Purchase Order based on Part Requests

As we can see in the sample data, there are parts that have been requested for workorders that have not yet been ordered. We also see that in this instance the wholesaler to order from is Merisale (if no part requests display, perform the service workorders tutorials on requesting parts, and the quotes tutorial on creating a quote and generating a service workorder)

7.	Place a checkmark for all parts requests that we do want to order, and than OK to accept

The purchase order items are updated automatically with each selected part and quantity, the warehouse, as well as via what workorder and requested by what user.

8.	We could also enter additional items to be ordered onto the purchase order, as well as determine if items need to be ordered to meet the Restock Level, but will not in this tutorial.

Note if you attempt to print this purchase order – nothing will show on the report – because the purchase order record has not yet been saved – as shown by no purchase order number in the title bar. It is also always recommended to always select Save before you select to print so any recent changes or data additions also display.

11.

In our fictional company, the procedure is that a copy of the PO is emailed to the vendor, they reply with confirmation of the order, a reference number and an ETA data or any changes such as price, etc – so therefore we do not select Ordered from the menu option until we actually receive word back – as soon as Ordered is set, the PO can no longer be modified.

12.	Select Print, and select the Sample Detailed Purchase Order report template (do note that you may have additional or different report templates listed here depending if you have imported additional and/or have customized the existing sample)

13.	Within the Print Preview screen, select the Email menu option and select PDF

14.	Rename the file that will be attached so that it is descriptive for the vendor

15.	Select Save and your default email program on your computer will now automatically open with the file attached

16.

The subject line is automatically entered as From (username), where (username) is your AyaNova user name. You of course can edit as needed, and enter in additional text in the message. In our example, we will leave as is, and enter in the email address the vendor has provided to us for this purpose and send it. At this time, AyaNova does not pre-enter in the vendor email address.

18.	We will now exit out of the purchase order which will return us to the Purchase Order grid.

19.	In this tutorial example, we have received order confirmation from our vendor, received vendor reference #, received an ETA date, and have received a change of cost for a part that we should change in the PO.

20.	Open the purchase order that was previously created by selecting the purchase order number in the Purchase Order grid (your purchase order number may be different of course)

21.	The vendor gave us an ETA of 3 days from now and a reference number of MER01023333 which we will first enter.

22.	Now we need to change the part cost for the part HST11 from $1010.00 to $997.33

Note when you tab off editing the cost, the other fields for taxes and Net automatically update themselves.

23.	Now that everything is finished and no more changes are or will be done on this PO, we will select the menu option Ordered to change the purchase order status, and prevent any further editing of the purchase order.

24.	We will now Exit out of the purchase order and accept save of any changes.

26.	We now see that those part requests now display with an ordered date, an ETA date and a PO number to signify that they have been ordered.

27.	Select the service workorder number of one of the service workorder requests we just ordered for, and open the Parts sub-screen in the service workorder

28.	So we see that the On Order is check-marked, the Ordered date is displaying, the ETA date is displaying and the quantity ordered is displaying.

Do note because a service workorder is only updated that a part has been ordered for a part request only after the purchase order has been saved and placed in an ordered state, it is possible that multiple users may create multiple PO’s for the same part request. For this reason, only one user should be responsible for placing PO’s for part requests at any one time.