Create Purchase Order from Arrival

Explanation

A purchase order can be entered directly from the Register Purchase Order Arrivals window. This option is useful for goods that have arrived without any order from your company, such as when a supplier refills a consignment stock that is located in your warehouse, as well as when receiving parts that are customer-owned or supplier-loaned.

A refill of a consignment stock at your warehouse, owned by the supplier, can be made in two ways. You can run the normal inventory level checks, such as order proposal, and then send the purchase orders to the supplier or you can report the consignment stock balance to the supplier and let the supplier be in charge of the refills. In the latter case, the goods can arrive without any order from your company. When the goods arrive, you do not have a corresponding purchase order line on which to enter the arrival, so you must create a purchase order line afterward.

Prerequisites

• The supplier must have been entered.
• The purchase part must have been entered.
• If you want to specify a condition code for the part, this functionality must be enabled on the General tab of the Part window. This functionality is available only for lot batch and serial tracked parts.
• The desired site must have been entered and connected to your user ID.
• The authorizer must have been entered.
• A buyer must have been connected to the supplier.

System Effects

A purchase order is created and the purchase order is in status Released. The purchase order line is displayed in the Register Purchase Order Arrivals window, and you can directly enter the arrival in the Register Purchase Order Arrivals window.

Window

Register Purchase Order Arrivals

Related Window Descriptions

Create Purchase Order, Register Purchase Order Arrivals

Procedure

1. Choose Create Purchase Order... in the Operations menu; a dialog box opens.
2. Indicate the supplier, either by using the List... button or by entering the supplier short code.
3. The Site field is automatically filled in. You can change this if desired.
4. The coordinator is indicated by default if the coordinator has been connected to your user ID. If no coordinator is indicated or if you want to change to a coordinator other than the default, you can either enter the short code for the desired coordinator or use the list box in the Coordinator field to indicate one.
5. Select the column area by clicking on the New button.
6. Indicate the part number of the arrived part.
7. Specify the quantity that has arrived, either in inventory unit of measure in the Qty in Inv U/M column or in purchase unit of measure in the Qty in Purch U/M column. The other column automatically reflects the corresponding value.
8. The ownership of the received parts is defaulted from the supplier for purchase part. If necessary, use the list box in the Ownership column to indicate a different ownership.
9. When a purchase order line is created for the receipt of customer-owned parts, the connection between supplier and customer is referenced by the system in order to default an owning customer to the line, if available. If necessary, enter or modify the owning customer in the Owner field.
10. Click on the OK button and a purchase order is created. You can directly enter the arrival.