Purchase Order > Purchase Orders and Quotes > Create Purchase Order and Quote Overview > Purchase Order/Quote by Vendor

In the Information page of the Create Purchase Order by Vendor function, you can view relevant information and transaction records relating to your vendor. You can also provide information in the editable fields that you want to apply to the purchase order that you are creating.

Note: Although the process of creating purchase orders and quotes are handled by separate functions, much of the procedures and screens involved are similar. The discussion to follow will use the term “Purchase Order” to refer to both purchase orders and quotes unless indicated otherwise.

Perform the following procedures in the Information page, as necessary:

1.You may click the Expand () button in the Vendor Details area to display read-only vendor-related information such as vendor address, current and accumulated transactions with the vendor, total credit limit granted by the vendor and available credit limit as of the current date. Open orders and unpaid balances are considered in computing for the available credit limit. You may also click the underlined field label to view detailed information that comprises the balances displayed in the applicable fields.

1.Review the default values in the editable fields. Accept, amend or enter values in the following fields, if applicable.

oShip Via

Ship via codes determine the shipping method or shipping courier that will be used to ship the inventory items.

oFOB

F.O.B code determines the point at which title for goods shipped passes to you.

oBuyer

This is the name of the person placing the order with the vendor.

oSO #

You can enter in this field the number of the sales order for which you want to create a purchase order.

oConfirmed with

Enter in this field the vendor's contact person with whom you confirmed the purchase order.

oShort Remark

This is a brief explanation about the order. It could be any remark that you deem necessary to the proper processing of the purchase order.

oOrder Date

Enter in this field the date when the order was placed. Accept or amend the default date which is the system date.

oRequest Date

Enter in this field the date when you expect to receive the ordered goods from the vendor. Accept or amend the default date which is the system date.

oApproval Date

This field shows the date when the purchase quote was approved.

oCustomer PO#

This field shows the customer's purchase order number, if any.

oWarehouse

This will be the warehouse where all the items in the purchase order will be received once shipped by the vendor. You can select from multiple warehouses if you have activated the Inventory Control module; otherwise, you are limited to one warehouse.

oPay Code

This is the pay code applicable to the method of payment agreed upon for the purchase order. The default value comes from the vendor record. You can only enter a pay code that is set up to be used in the Purchase Order and Accounts Payable modules.

oDiscount %

This is the purchase discount rate offered to you by the vendor. This value will be reflected in the Discount field of the Line Items page. The discount rate is applied to the pre-tax value of discountable items on the purchase order. The default value comes from the Vendor Maintenance record.

oApply Tax

Mark this checkbox if the purchase order you are creating is subject to tax. This checkbox is accessible only if no line items are entered in the Line Items page. To change the setting for this checkbox, you must first delete all the line items in the Line Items page or cancel this transaction and start over.

2.You may also add purchase order remarks by entering a remark number in the PO Remark # field or by directly typing the comments in the editable area beneath this field. The system will then display the corresponding remarks defined using the System Remark Maintenance function. You may amend these remarks, if necessary.

Q. I cannot unmark the Apply Tax checkbox in the Information tab of the Create Purchase Order by Vendor function. What did I miss?

A. Verify if you have added line items in the Line Items page of the Create Purchase Order by Vendor function. The Apply Tax checkbox will be disabled if you have added line items.

Q. How do I set up the line items in the purchase order to be taxable?

A. If the line items to be included in the purchase order are taxable, perform the following:

1. Mark the Apply Tax checkbox in the Information page.

2. Enter or amend the default tax rate in the Tax Code field in the Order From/Ship To page.

3. For each taxable line item included in the purchase order, mark the Taxable checkbox in the item's Details tab that can be accessed by clicking the Hide/Show button adjacent to the Item # column in the Line Items page.

Information Page

Information Page

See Also