Creating Purchase Orders

You can create purchase orders for inventory items linked to an equipment model, inventory items not linked to an equipment model, attachments, and non-inventory items in the modified Purchase Order Entry window.

Step 1: Complete the Purchase Order Header

1. Select Transactions > Purchasing > Purchase Order Entry.
2. Complete the following fields. An indicates a required field:
   • Type
     Select Standard or Drop-Ship. See the Microsoft Dynamics GP Purchase Order Processing Manual for further information.
   • PO Type
     Enter the PO type.
   • PO Number
     The PO number defaults in and is determined from setup.
   • Buyer ID
     Enter the buyer ID.
   • Date
     Enter the date.
   • Allow Sales Documents Commitments
     Mark this checkbox to allow sales documents commitments.
   • Vendor ID
     Select the vendor.
   • Name
     The vendor name defaults in.
   • Currency ID
     Select the currency ID.
   • Equipment ID
     Complete this field if you are purchasing items for one piece of equipment. Whenever you add a new line to the order, this equipment code will be used as the account analysis for the line. This is useful for purchasing multiple lines for the same piece of equipment. You can change or clear this field at any time and subsequent items will use the new value.

Step 2: Add an Inventory Item Linked to an Equipment Model

1. Enter an inventory item using the lookup in the Item field. Since the item is linked to an equipment model, the Purchasing Equipment Creation Entry window opens. See Setting up Models. 

   

   You are limited to creating a maximum of 99 pieces of equipment in this window. To create additional pieces, additional purchase order lines must be created.

2. Complete the following fields. An indicates a required field:
   • Manufacturer
     Enter the manufacturer.
   • Operating Location
     Enter the operation location.
   • Branch
     Enter the branch.
   • Division Type
     Enter the division type.
   • Category
     Enter the category.
   • Numbering Type
     The numbering type determines the format of the new equipment ID. If a default numbering type is set up for this PO type, this field fills based on PO type setup; otherwise, the numbering type defaults from equipment setup. Edit this field as necessary.
   • Quantity
     Enter the quantity to be purchased.
   • Create
     Select Create to generate Equipment Manager records for the item or items ordered. When equipment is ordered through the Purchase Order Processing module, an equipment ID is created for each piece of equipment based on the specified Numbering Type. The new equipment records populate into the scrolling window; you can select an item and zoom on the Equipment ID field to open the Equipment Manager. The equipment record automatically has a status of Creation on a Purchase Order. See Assigning Status Codes to Events.
   • Attributes
     Select a line and select Attributes to record any attributes for the equipment. The Equipment Manager Attributes tab for the equipment displays. See Setting up Attributes for detailed information.
3. Select OK to return to the Purchase Order Entry window.
4. Select the Account Analysis button to open the POP Entry Transaction Profitability Entry window where you can verify the committed amount and enter a posting description.

If you need to change the unit cost in the Purchase Order Entry window, make the change before moving to the next line. When the cursor moves from the current line, the Profitability Analysis module holds the value in the Cost field as the value of the commitment. Any later change will not be reflected in the MDA profitability amount. If you made a change, remember to alter the MDA amount manually using the MDA icon.

Step 3: Add an Inventory Item Not Linked to an Equipment Model or Add a Non-Inventory Item

You must create an equipment record before purchasing a piece of equipment that is not linked to an equipment model or that is a non-inventory item. This will enable you to use the equipment ID to link the equipment and the purchase value to accurately track costs.
Attachments can be added to a purchase order when you purchase an inventory item not linked to an equipment model.

1. Create an equipment record in Equipment Manager. See Creating an Equipment Record.
2. Complete the following fields. An indicates a required field:
   • Item
     Enter an item.
   • Unit of Measure
     Enter the unit of measure.
   • Quantity
     Enter the quantity.
   • Unit Cost
     Enter the unit cost.
   • Description
     Enter a description. You could use the equipment ID or equipment model if you are purchasing one piece of equipment.
   • Site ID
     Enter a site ID.
   • Account
     Enter the account number.
3. Select the Account Analysis button to open the POP Entry Transaction Profitability Attachment Entry window. If this is a non-inventory item, the POP Entry Transaction Profitability Entry window will appear.
   • Equipment Code
     Using the lookup, select the equipment record for each piece of equipment you are purchasing. This is the equipment record you created in Step 1 that you want to link with the purchase item.
   • Rental Code
     Enter the rental code. This field is available if the equipment record is assigned to an account associated with the rental analysis group ID.
   • Work Order Document
     Enter the work order document. This field is available if the equipment record is assigned to an account associated with the work order analysis group ID.
   • Cost Code
     Enter the cost code. This field is available if the account is set up to use cost codes.
   • Committed
     Enter the committed amount.
   • Attachment
     If the inventory item is not linked to an equipment model, the Attachment field appears. Use the field to link an attachment to the equipment record. Enter an item, or use the lookup to open the Attachments window, where you can view attachments associated with the item or with the equipment model. Select an attachment record and click Select. If you enter an item that doesn't exist in the Attachments window, the item will be added to the equipment record's Attachments tab. See Setting up Models. If you are purchasing a non-inventory item, the Attachment field will not appear.
   • Posting Description
     Enter a posting description.
   • Received/Canceled
     If the item has been received or canceled, enter the amount.
4. Select OK to return to the Purchase Order Entry window.
5. For any item that is to be recorded as an asset, select the expansion button in the Item field to open the Purchasing Item Detail Entry window. Mark the Capital Item checkbox and select Save.

If you need to change the unit cost in the Purchase Order Entry window, make the change before moving away from the purchase order line or before opening the Account Analysis window. When the cursor moves away from the current line, the Profitability Analysis module holds the value in the Cost field as the value of the commitment. Any later change will not be reflected in the profitability amount. If you made a change, remember to alter the profitability amount manually. For items to be included in the Fixed Asset Management module, the account may need to be changed to the asset clearing account.