Purchase Order Overview

When a purchase requisition is approved, a purchase order is automatically created from the requisition. Use the Purchase Order window to issue the purchase order as is, modify it, or combine line items with other purchase orders to obtain volume discounts.

You can also use the Purchase Order window to create new purchase orders, edit existing POs, and create change orders, as well as to identify capital & inventory assets for addition to the Capital Assets module.

AptaFund provides three types of POs: regular, blanket, and dollar. See Purchase Order Types for more information.

PO states

A PO can be in one of 4 states:

• New inactive: The PO has been saved, but has no line items. It can be deleted.

• New active: The PO contains line items and can't be deleted.

• Issued: The items on the PO have been ordered. A purchase order in the Issued state cannot be deleted but may be changed or closed.

• Closed: The PO can be manually closed in any state. It is automatically closed when the quantity ordered equals the quantity received equals the quantity invoiced, and the invoice(s) were paid.

Steps in creating & processing a purchase order

1. Create a PO & add items to it

2. Issue a PO — Once a PO is issued, it's available in Order Receipt and Accounts Payable.

3. Close a PO — When the PO isn't automatically closed.

Other Purchase Order functions

Edit a PO

Apply account codes to PO

Add shipping cost

Add tax

About use tax

Apply discounts & premiums

Combine POs/move items to another PO

About auto-receiving purchase orders

Identify capital and inventory assets for addition to Capital Assets

Create a change order for an issued PO

Copy a PO

Delete a PO

Print a PO

PO types

Purchase order security

Attach files to a PO

About three methods of entering assets

Roll over selected POs

Roll over all outstanding POs

Return to Purchasing Overview