Creating and Maintaining Purchase Orders from Fee Slips

Purchase orders (POs) help you manage your inventory items that are ordered from vendors. You can automatically create purchase orders for all or some vendors from items sold on fee slips. You also 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.

Purchase orders from fee slips are effected by the individual vendor preferences maintained by the administrative location in the Vendor Maintenance window and are automatically created when the quantity on hand of a product is zero. These purchase orders are not effected by the Minimum Reorder Point and Minimum Reorder Quantity.

  1. Click the Products icon, select Purchase Order, and select From Fee Slip.

    OR

    Click Tasks on the main window toolbar, select Purchase Order, and select From Fee Slip.

    The Purchase Order window opens.

  2. Click New PO.

    The Create PO from Fee Slip window opens.

  3. Select a location from the Ship-to Location drop-down menu, as needed.

    You can only create a purchase order to be shipped to your location. Do not select the administrative location.

  4. Type a date for the PO in the PO Date field.
  5. Type the vendor reference number in the Ref no text box, if applicable.
  6. Select a product type from the Product type drop-down menu, as needed.
  7. Select a vendor from the Vendor drop-down menu, as needed.
  8. Select the type of stock from the Stocking Type drop-down menu, as needed.
  9. Select a designer from the Designer Series drop-down menu, as needed.
  10. Select a supplier from the Pat/Stock drop-down menu, as needed.
    The Pat/Stock drop-down menu applies only to the Frames, Frames and Sunglasses, and All product types. Select stock to display regularly stocked items. Select Patient to display special orders.
  11. Select the staff member creating or maintaining the purchase order from the Recorded By drop-down menu, if this field is not locked.
  12. Type notes in the Note text box, if applicable.
  13. Click Process.

    The products that ordered on fee slips and below their stock levels are displayed.

  14. Update each product’s Order Qty, as needed.
  15. If you do not want to order an item on the purchase order, select the Cancel check box.
  16. Click Record PO & Exit.

    Purchase orders from fee slips are automatically finalized when the fee slip is recorded.

  1. Click Print.

    The Print Preview window opens.

  2. Click the Print icon on the toolbar to print each order.
  3. Close the Print Preview window.

If you accidentally close the Print Preview window without first printing the purchase order, or if you need to print another copy of the purchase order, perform the following steps:

  1. Open the Manual PO window. For more information on opening the Manual PO window, go to Creating and Maintaining Purchase Orders.
  2. Select Finalized from the Status drop-down menu.
  3. Click Refresh.
  4. Double-click your purchase order to open the Purchase Order window.
  5. Click Print.

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