Purchase Order > Purchase Orders and Quotes > Create Purchase Order and Quote Overview

The Purchase Order by Vendor function allows you to create a single purchase order for a specific vendor. You can also amend purchase orders using this function regardless of the specific Create Purchase Order function that was used to create the PO.

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.

To create purchase orders by vendor, perform the following procedures:

1.Access the Purchase Order by Vendor function from the Order group of the Transactions main menu in the Purchase Order module. Click New to create a purchase order transaction.

2.Enter in the Vendor # field the number of the vendor for whom you want to create the purchase order. Alternatively, you may click the Lookup button to display all the available vendor records; then, click a vendor number to select.

3.When you have entered a valid vendor number, the system displays in the Information page various information from the selected vendor record. In the Information page, define the purchase order’s shipping information, order and request dates. You can also enter remarks or comments that you want to be reflected in the purchase order document. For more details, see the Information Page section.

4.Access the Line Items page to add inventory items for the purchase order. You may manually enter line items or copy them from an existing purchase order. For more details, see the Line Items Page section.

5.In the Order From/Ship To page, enter the ordering and shipping address information for the purchase order. You can also use the sales order’s shipping address, if you are creating the purchase order to serve a sales order. For more details, see the Order From/Ship To Page section.

6.View or update the vendor activities in the Activity page. Refer to the Activity Page section for more information.

7.Access the Attachments page to attach files, documents and URLs to this transaction record. Refer to the Attachments Page section for more information.

8.Access the Notes page, and review or amend the information in this page, if necessary. For more details, see the Vendor Notes Page section.

9.When you are ready to save the purchase order you are creating, click the Save button in the function toolbar to proceed; otherwise, click Cancel to clear the fields in all function screens. If you clicked Save, the Save Purchase Order save confirmation window is displayed. Perform the following in this window:

•If the User Input (Numeric) option is selected in the PO Module Setup function, follow these steps:

8.1. Enter a number in the Purchase Order # field.

8.2. Click the Save button to save the transaction; otherwise, click the Cancel Save button.

Note: If the Automatic option is selected for PO Numbering in the PO Module Setup function, AccountMate will automatically provide a purchase order number in the Purchase Order # field based on the number entered in the Next PO # field in PO Module Setup. Both the Save and Cancel Save buttons are disabled.

10.When you have saved the transaction, you can choose to perform any of the following options:

oPreview

Click this button if you want to view the purchase order before you print it.

oPrint

Click this button if you want to print the purchase order document.

oE-mail

Click this button if you want to send the purchase order document attached to an email. You may choose from the drop-down list the file format of the email attachment. Once a file format is selected, a new email window will display with the document already attached. You may accept or amend the recipients, the default subject line as well as the default body of the email.

oExport

Click this button to export the purchase order to a PDF file which is the default file format. This will only be available if the purchase order created is for a vendor whose maintenance record has a marked Enable PO Export checkbox setting.

oNew

Click this button to create a new purchase order transaction. Clicking this button will also close the Save Purchase Order window and clear the fields in the Purchase Order by Vendor function.

oContinue

Click this button if you want to close the Purchase Order save window but keep the function window open displaying the currently saved transaction.

oClose

Click this button if you want to close both the Purchase Order save window and the function window. Alternatively, you may click the [X] button to close the function window.

Purchase Order/Quote by Vendor

Purchase Order/Quote by Vendor