Overview

As items from the "needs" or "purchasing" needs are added to a purchase order they are automatically removed from the “needs” list. This, allows a company with multiple users in procurement, to purchase product only once.

In order to create purchase orders from Prebooks, there must be Prebooks created in the system.

Creating a Purchase Order

1.  Click on the “Purchase Orders” tab and click on the “Add PO” sub tab.
2.  Enter the "Vendor" name purchases will be made from and the "ship date".
3.  Click on the green button "Add Items".
    
4. Once the user clicks on the "Add Items" button the system will show the Purchasing Needs window. By default the system will hide all prebooks marked as Unable to source, Fill from Open Market or Prebook Completed. Nonetheless, the users will have the option to filter the prebooks in the purchase needs to see all prebooks.
   
   
   
   
5. Use the filters on top of the grid to filter the “needs” list (e.g. search for Standing Orders, Prebooks or specific ship dates)
   
   
   
   
   
6. Double click on the item that will be purchased. Another window will pop up where the number of boxes and the unit cost can be entered. The system will automatically suggest the unit cost based on the company GPM and the freight for the port of origin of the selected farm.
   
   
   
   
7. Once all details have been entered, click on the “Add” button. A message confirming the items have been added will pop up over the bottom right of the screen.
   
   
   
   
8.  The Purchase Order is now created. Click on the “Purchase Order Summary” tab to view the PO created and any other PO's.
   
   
      

   Warning
   If you have the setting Use standalone POs when creating POs linked to Prebooks enable, the system will link the POs created using the Single Mode with POs already created as standalone for the farm only receive one PO. To enable this option, please refer to Purchase Order Options.

    

    

Adding Additional Charges:

There will be an option to add additional charges to the purchase orders when needed. To do so, follow the below:

1. Click on the "Add additional charges" link.
2. Enter the the additional charge amount and use the tab key, to go to the next field the system will save the information automatically.
3. Once done, click close.

The system will show the additional charges as part of the Landed Cost in the Inventory-Pricing Screen as Other Charges. Also, these additional charges would be coming from the vendor's invoice and be noticed during the invoice matching process in the Purchase Order Reconciliation tab.