Overview :
In Winward's System Five , there are three basic types of orders that can be placed when creating a Purchase Order (PO).
1. Stocking Orders - These are for refilling your shelves and showroom. The system examines the lows and highs of each item to determine what needs to be ordered. Alternatively, you can use the open to buy system to determine where your inventory is low by sub-category.
2. Special Orders - These are for filling orders placed by your customers for items that you normally do not keep in stock. Salespeople enter the customer special orders on Work Orders. These are automatically added to the special order queue for ordering. This allows one person to do the buying , instead of each salesperson making multiple phone calls and placing their own orders.
3. Customer Back Orders - These are for filling orders placed by your customers for items that you normally have in stock. Salespeople enter the customer back orders on Work Orders. These are automatically added to the back order queue for ordering.
* System Five creates purchase orders for existing suppliers, therefore you must select the supplier before you can create a purchase order.
To create a purchase order use the following Navigator menu path:
1.Select the following menu path: Inventory and Purchases > Purchases > New Purchase Order:
2. The "Find Supplier" dialog box resembles the figure shown below. When the Live Search option is enabled, you only need to type the first few letters of the supplier's name.
3. Select the supplier and click [OK] or double-click on the supplier's name. The PO entry window opens on the Items page:
Note: The system will automatically generate the next PO number. If you wish to enter a specific PO number, click on the Info tab and enter it in the Number box similar to the figure shown below:
4. On the Items page you can enter the part number you wish to order anywhere on the item rows or click [Add Item] to open the Part Find window.
5. Once the items have been added adjust the quantity of each item you wish to order in the Ordered column on the Items page:
6. If you wish to add Special Orders, Queued Orders or Suggested Orders to this PO, click on the Orders tab.
See Special Orders to view details :
7. After adding all items to the PO click [Send] to update the order status and print the PO.
8. Click [Send] to confirm the send date. The Purchase Order Print Options dialog box will appear, resembling the example below. This dialog box allows you to select the form you want to print (if you've created more than one) and specify which special order details to include. Typically, you should have only the Print Comments option selected, as illustrated below.
