Creating and Maintaining Purchase Orders

Purchase orders (POs) help you manage your inventory items when products are ordered from vendors. You can create purchase orders to record the initial quantity of products that you have in stock and on hand. You can create purchase orders even if you do not maintain inventory.

Do not create manual purchase orders in OfficeMate Administration. Orders cannot be received in OfficeMate Administration; therefore, create orders in OfficeMate locations.

Locations and labs may be restricted from creating purchase orders by the administrative location.

  • Click the Products icon, select Purchase Order, and select Manual PO.

    OR

    Click Tasks on the main window toolbar, select Purchase Order, and select Manual PO.

    The Purchase Order Search window opens.

    1. ClickNew PO.

      The Purchase Order window opens.

    2. Fill out the following fields in the PO Information box:
      • Date Required
      • Reference number
      • Ship Via
      • FOB (freight-on-board)
      • Notes
    3. Click Find Vendorto add the vendor information.

      The Vendor Select window opens.

    4. Select the vendor from the list and click Select.

      The vendor information populates the Name, Phone, Fax, and Terms fields.

    5. Make sure the correct shipping information is entered in the Ship-to Information box and click Save.
      These fields are automatically populated with information from the Location Maintenance window in OfficeMate Administration. For more information on recording your location’s shipping address, see To maintain location information in OfficeMate.
    6. Click the Purchase Order Details tab.
    7. Select products for the purchase order using one of the following methods:
      • Type a product name or code into a Product Name/Code text box.
      • Click the Product Name/Code column heading to search for and select a product. For more information on searching for products, see Finding Products and Services.
        • OfficeMate allows you to enter and search by products offered by the vendor specified on the Purchase Order and Shipping Information tab.
    8. Scan or type the number of units that you want to order in the Order Qty text box, if necessary.
    9. Click the Patient Name column heading to search for and select a patient to link to the product, if applicable.
    10. Click Save PO Details.
    1. Make selections from the drop-down menus below as needed:
      • Status
      • Ship-to Location if you are in a distribution center
      • Vendor
      • Date Required from and Date Required thru
      • PO Date from and PO Date thru
    2. Click Refresh to search for the PO based on the criteria you entered.
    3. Once you have located your purchase order, double-click the PO.

      The Purchase Order window opens.

    4. Complete one of the following tasks:
      • Update the PO information as needed and click Save.
      • Click Cancel PO to cancel the purchase order.
      • Click Print to print the purchase order.
      • Click New PO to create a new purchase order.
      • Click Exit to close the window.
    1. Click the Purchase Order and Shipping Information tab.
    2. Click Finalize.
    3. Click Print, if needed.
    4. Click Exit when you are finished.

    In addition to the procedure above, watch this video for more information.