Creating a purchase order

To create a purchase order:

1. Select Ordering>Purchase Orders. A list of purchase orders appears.

   If you have a multi-warehouse operation, make sure you have selected the correct warehouse from the Warehouse drop-down up above.

2. Select Add up above. The purchase order screen appears.
3. The PO Date defaults to today's date. You can override this default date by picking a date with the calendar tool to the right of the PO Date field.
4. Check Partial Receipt Allowed if you do not need the order to be received in full.
5. The Ordered by defaults to the logged in user. You can override this default name by keying in a different one.
6. Enter a Due date, Dept # and/or a Group #, if your operation requires these identifiers on POs. More information
   General Purchase Order Information (In the top section of the screen)
   PO Date	The date of record for the purchase order. Requires proper formatting (mm/dd/yyyy).
   Partial Receipt Allowed	Whether you allow part of the purchase order to be received. If this box is not checked, the purchase order must be received in its entirety or not at all.
   Ordered by	The person who placed the order.
   Due Date	The date the purchase order is due.
   Dept #	The department number or the department within your operation that is the recipient of the goods on the purchase order.
   Group #	The number of the department sub-group within your operation that is the recipient of the goods on the purchase order.
   Priority	The priority for the purchase order. Receipts you create from this purchase order inherit the priority, although you can change it on the receipt. This field is sorted in lexicographical order, so note that in order to have priority "1" documents listed first, enter "01" in this field.
   Status	The PO status is one of the following: Saved - This state indicates that the purchase order has been created. From this status, you can edit, copy, dispatch, receive, or cancel a purchase order. Approved - This state indicates the purchase order is dispatched for receiving. From this status, it is no longer editable. (You can undispatch the order if you need to edit it again.) You can receive or cancel it from here. In Progress - This state indicates that the purchase order is ready to be received. From this status, you can receive items or close the purchase order. Closed - This state indicates that all items have been received against the purchase order, or the purchase order has been manually closed before all items were received. When the last item on the purchase order is received, the purchase order is automatically closed. Cancelled - The order has been cancelled. No more actions can be taken on the purchase order.
   Owner	Often used for 3PL (3rd Party Logistics) operations to specify the owner of the items on the PO. Enter only if applicable. Type in a full or partial name to look up an owner from your company's business affiliates. More info... If you enter an Owner on the PO, then all of the other business affiliates on the document must have a Business Affiliate Owner that is either not set or is set to the Owner on the PO, and all of the purchase order items must have an item master Owner that is either not set or is set to the Owner on the PO. The Code of the business affiliate is listed when viewing the purchase order.
   Broker	If applicable, the third-party agent or intermediary responsible for conducting transactions and services on your company's behalf or on behalf of the owner of the items on this PO. More info... The Code of the business affiliate is listed when viewing the purchase order.
   Carrier	The carrier providing inbound transportation logistics services for this PO. More info... The Code of the business affiliate is listed when viewing the purchase order.
   PO #	Alphanumeric ID generated by the system when the PO is saved, unique per warehouse. Before the PO is saved, this field displays "Appears when saved".
   External #	Alphanumeric ID from an external system, if this order was created by a 3rd party system and imported into SmartTurn. Must be unique per warehouse in SmartTurn. This field is only displayed if an External # is present.
   Warehouse	The warehouse to which the PO applies.
   Complete date	The date the PO was either cancelled, manually closed by the user, or fully received. A PO that is in the Saved, Approved, or In Progress state does not have a Complete date because it is not yet fully received, and it hasn't been cancelled or closed. If you partially receive a PO over several days, the PO will have a Complete date when you receive the last item.
   Date created	Date the system created the purchase order.
   Created by	User who created the PO.
   Source	Whether the PO was created within the SmartTurn system (Internal), or whether it was integrated using a Web Services Connector (External).
   Vendor tab
   Vendor	Vendor name. Type in a full or partial name to lookup an owner from your company's business affiliates. More info... The Code of the business affiliate is listed when viewing the purchase order.
   Vendor contact	Vendor contact person.
   Vendor phone	Vendor contact person phone.
   Vendor address fields	Vendor address. Select the Map It link to view the address graphically.
   Ship To tab
   Company	Where the goods on the PO are being shipped.
   Ship to contact	Contact person where the PO goods are being shipped.
   Ship to phone	Phone number of the contact where the PO goods are being shipped.
   Ship to address fields	Address where the goods on the PO are being shipped. Select the Map It link to view the address graphically.
   Billing tab

   General Billing Information The Billing Tab is only present if this document has an Owner specified in the header.
   Billing Status	The status of the billing section: Saved, Closed, or Cancelled.
   Total Billable Amount	The total amount to bill the Owner. The sum of the Totals of each line in the Billing Lines table.
   Billing Lines table
   Line #	The system generated line number for the billing line.
   Charge Type	The name of the charge type.
   General Ledger Code	The general ledger account number associated with the charge type.
   Billing Basis	The Billing Basis answers the question: "How should the amount to bill be calculated?" The options for Billing Basis are per Document, per Line, per Unit of Measure, and ad Hoc (only used for manually added billing lines).
   Computed Qty	The system's suggestion of the quantity to bill. (The Total for the line is calculated as Qty multiplied by Rate; Computed Qty has no effect on the total for the line.)
   Qty	The actual amount to bill, including the unit of measure for billing lines with Billing Basis of per Unit of Measure. (The Total for the line is calculated as Qty multiplied by Rate.)
   Description	A description of what is being billed, such as you might place on an invoice. Optional.
   Rate	The unit amount to charge.
   Total	The total for the line, calculated as Qty multiplied by Rate.

   Comments tab
   Comment	Optional comments about the purchase order. Limit 200 characters.
   History tab
   Date	Date the purchase order was modified.
   User	User who made the change.
   Event	The type of activity: Create, Edit, Cancelled, etc.
   PO Items table
   Line #	The system generated line number for the purchase order.
   Item #	The item master number. An item master is a master record for a type of inventory item. The item master includes the item description, materials and handling specifications, sales and fulfillment specifications, and warehouse-specific information.
   Description	The description of the item # from the item master.
   Product ID	The ID the vendor has assigned to the item.
   Lot #	The lot number assigned to the item. This field is only available if you customize the page.
   Ordered qty	The amount being ordered.
   Pending qty	The amount that has not been received. Calculated as Expected qty minus Received qty. This amount is 0 before the order is Approved and after the order is Closed.
   Received qty	The amount already received against the purchase order (only displayed for an existing purchase order).
   Expected qty	The total amount that can possibly be received against the purchase order. Usually, this amount is equal to the Ordered qty. However, if you over-receive or under-receive against this order, this amount is updated to reflect that change. The Ordered qty is not. For example, if you have a purchase order for 10 boxes of light bulbs and you receive 12 boxes, the Ordered qty is 10 boxes and the Expected qty is 12 boxes. This field is only available if you customize the page.
   Unplanned qty	The amount that has not yet been received or scheduled to be received. This amount starts out as equal to the Ordered qty, but decreases when you save or receive receipts. For example, if you have a purchase order for 10 boxes of light bulbs and you receive 4 boxes and create an expected receipt for 4 more boxes, the Unplanned qty is now 2 boxes. (If you cancel the expected receipt, the Unplanned qty goes up to 6 boxes, because you have received 4 boxes and do not have any other receipts scheduled against this purchase order.) This field is only available if you customize the page.
   Item Status	Saved, Approved, In Progress, Closed, or Cancelled. The item status follows the purchase order status, above.
   Current Unit Cost (Unit Cost)	The cost of the item (read-only). When you create a purchase order, the Current Unit Cost defaults to the purchase cost specified in the item master. When you edit the Ordered qty unit of measure or key in an Override Unit Cost for the item, this field is automatically updated when you save the purchase order. This field is listed as Unit Cost when you are viewing the purchase order.
   Override Unit Cost	The cost of the item in the Ordered qty units of measure, if different from the displayed Current Unit Cost.
   Total Item Cost	The line total (quantity x unit cost).
   Dim Wt	The total dimensional weight of the line item. The default value is calculated from the item master and the Ordered qty, but you can edit it here if needed. This field is only available if you customize the page.
   Cube	The total cube or volume of the line item. The default value is calculated from the item master and the Ordered qty, but you can edit it here if needed. This field is only available if you customize the page.
   Pallets	The total number of pallets of this line item. The default value is calculated from the item master and the Ordered qty, but you can edit it here if needed. This field is only available if you customize the page.
   Pallets Filled	The total number of pallets filled by this line item, calculated from the item master and the Ordered qty. This field is different from Pallets only when you have some partial pallets. For example, if 10 cs fit on one pallet and you have 15 cs, then you have 1.5 Pallets Filled, but 2 Pallets. This field is only available if you customize the page.
   Pallet Packing Ratio	The Ordered qty divided by the possible quantity given the number of pallets. It is a measure of how full the pallets are: the Pallet Packing Ratio is 1.0 only when all pallets are completely full. For example, if 10 cs fit on one pallet and you have 15 cs and 2 Pallets, then the Pallet Packing Ratio is (15 / 20) = 0.75. This field is only available if you customize the page.
   Totals
   Total amount	The sum of the total item costs from the PO Items table.
   Total weight	The total weight of the items on the order. The weight is listed separately for each different weight unit of measure for the items listed. For instance, if the item masters for all items listed use pounds as the weight unit of measure, Total weight is displayed in pounds. If some item masters use pounds and some use ounces, Total weight is displayed partly in pounds and partly in ounces.
   Total qty	The total quantity of the items on the order. The quantity is listed separately for each unit of measure on the order.

7. Optionally, enter a Priority for the purchase order.
8. As applicable, enter an active Owner, Broker, and/or Carrier from your SmartTurn business affiliates.

   Receipts you create from the purchase order inherit the Vendor, Owner, Broker, and Carrier you specify here. If, before the PO is received, your company SmartTurn administrator changes the status of one of the business affiliates you add to the PO to inactive, SmartTurn prevents the receipt from being saved until the business affiliate is re-activated, changed, or removed. See more information about how Business affiliate data follows inventory through transactions.

   If you enter an Owner on the PO, then all of the other business affiliates on the document must have a Business Affiliate Owner that is either not set or is set to the Owner on the PO, and all of the purchase order items must have an item master Owner that is either not set or is set to the Owner on the PO.

9. Under the Vendor tab, enter or select the vendor.
   • To select from the list of vendors: Click the icon to launch the Vendor Lookup screen. You can enter a partial ID in the Name field and select Vendor Lookup. Once you've found the vendor, select the check box to the left.
   • If the vendor is not in the system: You can add a vendor to your Business Affiliates by selecting , filling in the fields (required fields have an asterisk '*'), then selecting OK in the bottom left corner. The information you entered displays in the contact information fields on the Vendor tab. Once you have added a vendor record, you can view and edit it under Operations>Business Affiliates. See Updating Business Affiliate records. You can also enter the vendor name directly into the Vendor text box without adding it to the system, but it will not appear in the list of business affiliates.

     If you add a vendor while you're creating a purchase order, the information you enter in the Add screen is the information that SmartTurn saves in your list of Business Affiliates. If you later edit the vendor information in the purchase order by overwriting the initial information you entered when you created the vendor, SmartTurn does not connect the newly entered information to the vendor in your Business Affiliates list. The new information stays on the purchase order, but the purchase order is the only place it appears.

10. Enter other fields under the Vendor tab as needed.
11. Under the Ship To tab, enter the company/warehouse the order is going to (required). Optionally, you can enter contact information and an address.
12. Under the Comments tab, you can enter special instructions. The History tab shows any changes to the purchase order.
13. If you have defined custom fields, enter the information under the Custom tab as needed. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
14. Down below, in the PO Items table, select Add PO Item. A Lookup Item Master screen appears.

    The Lookup Item Master screen provides several ways for you to find items to add to purchase orders, blind receipts, and sales orders, or to adjust from zero when adjusting items or performing cycle counts.

    To select one or more item masters from the list:

    1. If you see the item(s) you want in the list, check the box(es) to the left of the item(s).
    2. Click OK at the bottom of the screen. The Lookup Item Master screen closes, and the items you selected are added to the table of items in your document.

    To search (or filter) for item masters from the list:

    1. Choose a search field (or combination of fields) from the list at the top of the Lookup Item Master screen
       • enter a full or partial Item #, Description, Product ID, Preferred Vendor, Vendor Code, Owner, and/or Owner Code

         If you don't know the exact number or name, enter the first few characters and select Search. The list will only bring up item masters including those characters. If you only know the first character, enter the one character, select Search and the list will display all item masters including that character. See example..

         

         

         Note that in many cases SmartTurn has already applied a filter to the list to help you in your selection. For example, if you enter a Vendor on a purchase order, the item master lookup is pre-filtered by preferred vendor. If you enter an Owner on a purchase order, the item master lookup is pre-filtered by item master owner.

       • and/or select a Group from the drop-down list
       • and/or check the Stockout items only check box
    2. Optionally, select a value from the Show Availability Data drop-down:
       • None lists just the Item # and Description information
       • Qty on hand lists the Total Qty on Hand in addition to the Item # and Description information
       • Atp lists all of the availability information for each item master, including Total Qty on Hand, Available to Promise, and Over (Under) Stock, in addition to the Item # and Description information
       • The Show Availability Data drop-down is "sticky," meaning when you choose a value, that value remains until you either change it again, or until you log out of SmartTurn. (The default value is always None when you log back in to SmartTurn.)
       • Known Limitation: Setting Show Availability Data to Atp may cause the Matching Results in your Item Master Lookup to load a little more slowly.
    3. Click Search. The list below refreshes with only the items that match your search criteria.
    4. If you see the item(s) you want in the list, check the box(es) to the left of the item. (If you don't see what you want, refine your search criteria.)
    5. Click OK at the bottom of the screen. The Lookup Item Master screen closes, and the items you selected are added to the table of items in your document.

    To sort item masters in the list:

    1. Click any column header on the list of item masters. The list below refreshes, sorted ascending or descending by that column. Click the column header again to sort the other way. (If your item masters span several pages, SmartTurn includes all pages in the sort.)
    2. If you see the item(s) you want in the list, check the box(es) to the left of the item. (If you don't see what you want, sort on a different column, or search on one of the search fields.)
    3. Click OK at the bottom of the screen. The Lookup Item Master screen closes, and the items you selected are added to the table of items in your purchase order, blind receipt, or sales order.

    • If you have selected a vendor for this PO, by default, you will only see those items for which that vendor is listed as the preferred vendor. If you want to view all the item masters, clear the Preferred Vendor field. If you have selectd an Owner for this PO, you will only see those items for which that owner is listed as the item master ower. You can also filter the list by Item #, Description, Product ID, or Group, or search for Stockout Items. See Item Master Lookup screen instructions.
15. Select items from the list of item masters by selecting the check box to the left of each item, then selecting OK at the bottom. The items you selected appear in the PO Items table.
    • Select a value from the Show Availability Data drop-down according to how much availability information to display for your items. Then click Search. See Item Master Lookup screen instructions.
16. Under Ordered qty, select the quantity you want to order, as well as the unit of measure.
    • Under Override unit cost, you can key in a modified cost for the item.

      If you change the unit of measure, the Current unit cost will be updated to reflect the selected unit of measure when you save the purchase order. For example, if the unit cost of a key ring is $1.00/ea, and you change the unit of measure to cases, you will need to save the purchase order to see the Current unit cost adjusted to reflect the cost of a case. Whether you change the unit of measure or not, you can also key in an Override unit cost. This is the cost for the currently selected Ordered qty unit of measure. For example, if the $1.00 key rings are packed in cases of 24, the unit cost for the case might be lower than $24.00/cs, because of a quantity discount. Your changes take effect when you save the purchase order.

    • Under Cube, Dim Wt, and Pallets, you can enter the volume, dimensional weight, and pallets ordered, respectively. By default, these values are taken from the item master record of the item you are ordering.
      • If you edit only the Ordered qty, these measurements are updated on the line item based on your quantity edit, when you save the order. For example, if your Ordered qty is 2 cs and your Dim Wt is 2 lb, if you change your Ordered qty to 3 cs and save the order, the Dim Wt is automatically updated to 3 lb.
      • If you edit only these measurements, or if you edit both the Ordered qty and these measurements, these measurements are updated exactly as you entered them, when you save the order. For example, if your Ordered qty is 2 cs and your Dim Wt is 2 lb, if you change your Ordered qty to 3 cs and your Dim Wt to 3.5 lb and save the order, then your Ordered qty is saved as 3 cs and your Dim Wt is saved as 3.5 lb.
17. If you have defined custom fields, choose Edit PO Item to enter the fields. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
18. At the bottom of the screen, select Save if you are finished, or Save & Continue Editing to make further changes.
    • It is good practice to choose Save & Continue Editing after you add items, before you start making edits to the lines.
19. When you Save the purchase order, the View Purchase Order screen appears. From here, you can do the following:
    • Return to the list of purchase orders by selecting Return To List.
    • Cancel the purchase order, by selecting Cancel PO.
    • Receive the purchase order, by selecting Receive.
    • View purchase order item details by checking the item on the left, then selecting View PO Item.

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