Overview

After a prebook is created the system automatically adds the items from the Prebook into a “needs” list of items that need to be purchased. As these items are added to a purchase order they are automatically removed from the “needs” list. This allows a company with multiple buyers to purchase product without running into the problem of duplicate purchases of the same items by different users.

In order to create purchase orders from Prebooks make sure that some Prebooks have been added to 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 from where you will be purchasing the items and the "ship date".
3.  Click on the green button "Add Items", a window will open.
    
4. Once the user clicks on Add Item button the system will show the Purchase Needs window. By default the system will hide all the prebooks with a mark such 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 with or without marks. This is for users to see only prebooks that need to be puchased. 
   
   
   
   
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 open 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. Click on the “Add” button. The item will be added on the right hand side of the screen.
   
   
   
8.  A new purchase order has been created. Click on the “Purchase Order Summary” tab to view a list of the PO.
   
   
   

Adding Additional Charges

There will be an option to add additional charges to the purchase orders when needed by click on the "Add additional charges" link. Enter the amount for the additional charge and click on tab key, the system will save the information automatically.

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.