Creating and Maintaining Purchase Orders from Quantity on Hand

OfficeMate helps you automate your ordering and inventory management by creating purchase orders for all vendors for items that drop below their minimum stock levels.

The minimum stocking level for each product is maintained by the administrative location in the Products and Services window, Product Details tab. Purchase orders from quantity on hand are effected by the individual vendor preferences maintained by the administrative location in the Vendor Maintenance window.

1. Click the Products icon, select Purchase Order, and select From Qty-On-Hand.

   OR

   Click Tasks on the main window toolbar, select Purchase Order, and select From Qty-On-Hand.

   The Purchase Order window opens.

2. Click New PO.

   The Create PO from On-Hand window opens.

3. Select a location from the Location drop-down menu as needed.
4. Select a product type from the Product type drop-down menu as needed.
5. Select a designer from the Designer Series drop-down menu as needed.
6. Type a date for the PO in the PO Date field.
7. Type the vendor reference number in the Ref no text box if applicable.
8. Select a vendor from the Vendor drop-down menu.
9. Type notes in the Note text box, if applicable.
10. Select the staff member creating or maintaining the purchase order from the Recorded By drop-down menu, if this field is not locked.
11. Click Process.

    The products that are below their stock levels are displayed.

12. Update each product’s order quantity in the Order Qty column, as needed.
13. If you do not want to order an item on the purchase order, select the Cancel check box.
14. Select Finalized from the Set PO Status to drop-down menu.
15. To print the purchase order, follow the instructions below:
    1. Click Print.
    2. The Print Preview window opens.
    3. Click the Print icon on the toolbar to print each order.
    4. After the purchase order is printed, 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.
16. Click Record PO & Exit.

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