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

The Create Multiple Purchase Orders function allows you to create multiple purchase orders by indicating the inventory items and the corresponding vendor for whom you want to place the order. If an inventory vendor record is created for an inventory item, the system will suggest, as a default, the vendor that offers the best price.

Note: Although the process of creating multiple 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 multiple purchase orders, perform the following procedures:

1.Access the Create Multiple Purchase Orders function from the Order group of the Transactions menu in the Purchase Order module.

2.In the Information page, define the purchase order’s shipping information, order and request dates. You can also define in this page whether to apply tax to the line items. For more details, see the Information Page section.

3.Access the Line Items page to add inventory items for the purchase order, order quantity and other required order information. For more details, see the Line Items Page section.

4.In the Add Freight page, enter necessary freight related information for the purchase order. See Add Freight Page section for more information.

5.Click the Review page to review the possible purchase orders that will be created when the transaction will be saved. See Review Page section for more details.

6.When you are ready, click the Save button from the function toolbar to save the purchase order transaction(s); otherwise, click Cancel to clear the fields in all function screens. If you clicked Save, the Save Purchase Order save confirmation window appears. 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 Starting PO # 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 Starting PO # and Ending PO # fields based on the number entered in the Next PO # field in PO Module Setup. Both the Save and Cancel Save buttons are disabled.

7.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 document.

oPrint

Click this button if you want to print the purchase order document. You may also print the purchase order document or the purchase quote document using the Print Purchase Order and Print Purchase Quote report functions, respectively.

oE-mail

Click this button if you want to send the purchase order documents 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 the Enable PO Export checkbox setting marked.

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 Create Multiple Purchase Order function.

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.

Create Multiple Purchase Orders

Create Multiple Purchase Orders

See Also