iVend Retail 6.6 - Management Console - Help Manual > Operations > Business Transactions

Purchase Order

The Purchase Order is a document used to request items or services from a vendor or supplier. It is an agreed price commitment for product or service that you are requesting.

To open the window, choose Operations > Business Transactions > Purchase Order.

Search Screen

This screen enables to specify search criteria to view the details of the purchase orders which have already been created.

Field	Description/Activity
Search Criteria
Reference No.	Enter the Reference Number of the purchase order to be searched.
Vendor Name	Enter the name of the vendor.
Status	Select one of the statuses of the purchase order. •Open •Closed
Search Results
Vendor Name	Displays the full name of the vendor.
Delivery Date	Displays the date of delivery.
Reference No.	Displays the reference number for the PO transaction.
Store	Displays the name of store where the PO transaction was completed.
Status	Displays the status of the purchase order which can be either Open or Closed.
Authorized	Displays if the authorization status of purchase order.
Warehouse	Displays the name of warehouse.
Total	Displays the total amount of the purchase order including tax, surcharges and discounts.

Data Setup Screen

Field	Description/Activity
Header Columns
Vendor	Select a code from the list of vendor codes. Click to open the Vendor Search screen and select the code. To add a new vendor record, click on F3 New button in the Vendor Search screen.
Vendor Name	Displays the full name of the selected vendor.
Currency	Displays currency assigned to vendor in Vendor screen. If currency is not assigned to selected customer then it displays base currency.
Warehouse	If subsidiary enabled it retrieves warehouse from Vendor-Subsidiary screen. Otherwise it displays default warehouse form warehouse master. It does not considers In-transit warehouse. In details - product will get displays of subsidiary as per assigned subsidiary to selected warehouse
Reference No.	Enter the Reference Number of the Purchase Order.
Accounting Id	This is a system generated unique key for each PO which helps in integration of the purchase orders in iVend and SAP Business One.
Delivery Date	Enter the date on which you want to receive the products. To select click ▼ to open the calendar control and select the date. The default value for this field is the current date on which the purchase order is created.
Tax Code	Select a code from the list of tax codes. Click to open the Tax Code Search screen and select the code.
Status	Displays the status of the purchase order as Open or Close. The user cannot change the status of a PO. If all the goods have been received against a PO, the status would be closed. Otherwise the status of the PO will be Open. Closed POs cannot be changed. Any line in the PO against which full or partial goods have been received also cannot be changed.
Sub Total	Displays the total amount of the purchase order before calculating the tax and discounts.
Tax	Displays the tax amount for the purchase order calculated according to the tax definitions made for the products in the purchase order.
Discount Type	Select one of the discount types for the purchase order. •None no discount is available. •Amount discount available is specified in amount. •Percentage discount available is specified in percentage.
Discount	Enter the discount value based on the discount type selected. This field will be disabled if the discount type chosen is None
Surcharges	Displays the surcharge amount added to the PO. This field cannot be directly entered/ edited by the user. Use the Surcharges button to add/edit surcharge at the PO level.
Total	Displays the total amount of the purchase order including tax, surcharges and discounts.
Detail Columns
Product	Displays the code of the product added.
Description	Displays the description of the product added.
Quantity	Enter the quantity of the product to be purchased.
Price	Displays the price of the product.
Sub Total	Displays the amount for the product calculated as (Quantity * Price).
Tax Code	Select a code from the list of tax codes. Click to open the Tax Code Search screen and select the code.
Discount Type	Select one of the discount types for the line item. •None no discount is available. •Amount discount available is specified in amount. •Percentage discount available is specified in percentage.
Discount	Enter the discount value based on the discount type selected.
Total	Displays the total amount of the row including tax and discounts.
Comment	Enter any comment you may want to enter for the line in the PO.
Surcharge	This button enables the user to add surcharge to the line item. Click on this button to open the Inventory Transaction Surcharges screen.
Status	Displays the status of the line item in the PO. If all the goods are received as specified in the line item, the status is displayed as Closed.
Add Product	The button enables the user to search and add products to the PO. Click on this button to open the Product Search screen and select the product. If the selected product is matrix item then the user would see options to select the matrix child based on the attribute filters. To add a new product, press F3 or click on F3 New button in the Product Search screen.
Delete Product	The button enables the user to remove the products added to the PO. It deletes the selected row in the detail column. Select the row and click on the Delete Product button.
Surcharge	The button enables the user to add surcharge to the PO. Click on this button to open the Inventory Transaction Surcharges screen.
Ok	The button updates changes to the database, displays the Purchase Order Report and closes the screen.
Cancel	This button does not save any changes and closes the screen.