PO Purchase Order Entry

PO Purchase Order Entry sets up and modifies purchase orders in a batch — header (including shipping and address overrides) plus an item grid for line types and cost data. Add new POs in the batch, initialize them, or pull previously posted POs with File → Add Purchase Order (help text for that menu is incomplete).

If your company uses workflow review, create the PO in PO Pending Purchase Orders instead, then process approved pending POs into a PO batch (see below). Pending does not support SM Work Order items.

Before you start

• Vendor exists in AP Vendors. Extra addresses in AP Additional Addresses if overriding purchase/payment address (type Purchase Order or Both / Payment or Both).
• Auto PO numbers: enable Automatically Generate PO #s and set Next Auto PO # in PO Company Parameters; use + or N only for numeric PO numbers.
• Line types that need modules: 2-Inventory needs IN; 4-Equipment and 5-EM Work Order need EM; 6-SM Work Order needs SM.
• Optional: compliance group (blank means enter codes later in PO Compliance Tracking), ship location in PO Shipping Locations.
• Pay Category / Pay Type only if AP Company Parameters (Use Payable Category) and PO Company Parameters (Specify Pay Type during PO Entry) are on.

Steps — new PO in a batch

1. Open PO Purchase Order Entry. Accept Seq # New (or enter an existing batch sequence).
2. Header Action is Add for new POs (locked). Action is enabled only when adding an existing posted PO via Add Purchase Order — then Change or Delete (Delete only if no activity; cannot delete after a receipt).
3. Enter PO #, or + / N if auto-numbering is on (rejects duplicates).
4. Complete header: Vendor, Description (60), Order Date (defaults today), optional Prevent Auto Close, Ordered By, Expected Date, JC Co# / Job and/or IN Co / Location, Ship Location, Hold Code, Pay Terms (defaults from vendor), Cmpl Group, address / PO Address Seq# / Payment Address Seq# / Shipping Instructions. Status defaults to Open.
5. Enter items (Item # up to 32,767): item Action, Type 1–6, type-specific destination fields, Material, Receiving, Description, UM, Units, UC, ECM, Total, Tax Type / Tax Code, Required Date (defaults Expected Date), optional Pay Category/Pay Type, Supplier.
6. Copy Notes (if enabled) appends HQ Materials notes.
7. File → Process Batch → validate, preview reports, post.

Posting a PO batch (this form or SM Purchase Order Entry) creates an SM work-completed purchase line for each type-6 item.

Item types

Type	Commitment / update
1-Job	Committed cost/units to JC at PO post; actuals via AP invoice. Job need not match header.
2-Inv	Tracks on-order and received-not-yet-AP. Material required and must be in IN Location Materials.
3-Exp	AP/GL only — no committed costs (also used for equipment purchases when you do not want EM update at PO).
4-Equipment	EM updates at AP invoice, not at PO.
5-EM WO	Same timing as Equipment.
6-SM WO	SM work-completed purchase line; edits only on the PO or PO Item Distribution, not on the SM line.

Type locks after activity (e.g. receipt).

Status

• Open — changes, receipts, invoices allowed.
• Complete — help says changes/posting “should” not be allowed (softer than Closed).
• Closed — only via PO Close. Committed costs/units relieved and inventory adjusted; no changes or change orders. Can be set back to Open or Complete on post (clears MthClosed) unless the job is closed or backorder-relief records exist. Reopen after close does not restore commitment (see PO Close).

Prevent Auto Close blocks auto-close on final invoice; it is separate from PO Close.

Units, cost, tax, receiving

• Receiving checked = receive in PO Receipts; unchecked = receive in AP Transaction Entry (received/backorder update as invoiced).
• Standing / blanket: leave Units at 0.00 (no standing checkbox on this form). Non-LS + zero units ⇒ Total must be 0. Converting standing to regular updates JCCD/JCCP committed and remaining (adjusted by received).
• UM LS: enter Total; Units disabled. Non-LS: Total = Units × (UC / ECM); help also says Total is disabled when UM is not LS — treat calculated Total as the normal path.
• UC defaults from HQ Materials / additional UM, then PO Category Discounts or PO Vendor Materials (vendor materials win). Inventory lines may use Last Unit Cost from IN Location Materials unless overridden.
• Material / UM / UC / Tax Type lock after PO Item Distribution, PO Receipts, or AP invoice (UC also locks if Initialize Receipt Expenses).
• Tax Type required with a tax code: 1-Sales (US default; adds to PO total), 2-Use (accrued; US-oriented), 3-VAT (default for AU and Canada). Job tax defaults from JC Jobs Base Tax On; non-job from ship location, then location (Inv) or vendor.

Workflow pending path (optional)

1. Enter PO + items in PO Pending Purchase Orders (same fields; not in a batch until approved; no SM WO items).
2. If review required, Workflow Status = Approval Required → Submit for Approval.
3. After Approved, Process → Batch Selection (existing or new PO batch) → validate and post.
4. Later changes: pull the posted PO into a PO Purchase Order Entry batch.

Notes

• Related: PO Close, PO Change Order Entry, Entering PO Receipts, Initializing PO Receipts, PO Compliance, PO Item Distribution, PO Batch Process, AP Transaction Entry.