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xTuple for Service Businesses Demo Guide

  
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6.1. Entering Purchase Orders
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6.1. Entering Purchase Orders

Let's assume for this exercise that you use purchase orders when buying things for your business.

Tip

If you do not want or need to use purchase orders in your business, you can simply write a miscellaneous check to a vendor—or use miscellaneous vouchers, which we will discuss later.

In this scenario, we will be ordering supplies from an office supply store. The office supplies will appear as non-inventory items on the purchase order. Of course, purchase orders can be used to buy inventory items, as well. To enter a purchase order for non-inventory office supplies, follow these steps:

  1. Go to Purchase > Purchase Order > List Open.

  2. Select the Open and Unreleased options.

  3. Click the QUERY button to show any open purchase orders already on the list (if any).

  4. Select the NEW button to create a new purchase order.

  5. Enter vendor number "VOFFP" in the Vendor field using the magnifying glass—or type the number manually.

  6. The screen should look as follows:

Purchase Order Header Information

Now that we have identified our vendor, let's add a line item. In this case, we'll be purchasing ten cartons of printer paper. To add this purchase order line item, follow these steps:

  1. From the header, go to the Line Items tab.

  2. Select the NEW button.

  3. On the Purchase Order Item screen select the Non-Inventory option.

  4. Enter the expense category "OFFICE" in the Expense Category field using the magnifying glass—or type the number manually.

  5. In the Qty. Ordered field enter a quantity of 10.

  6. Specify "$25.95" as the unit price.

  7. Set the due date.

  8. Then under the Vendor Source tab, manually enter a fictional vendor item number (e.g., "BOX-STD-WHITE").

  9. Also enter a fictional item description (e.g., "carton of white printer paper").

  10. The screen should look as follows:

Purchase order line item

Once the purchase order line item information has been added, the last thing to do is to save it:

  1. Select the SAVE button on the Purchase Order Line Item screen.

  2. If the system prompts you to create a vendor source, click NO.

  3. Then select the SAVE button on the Purchase Order header.

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6. Making Purchases Home 6.2. Emailing Purchase Orders