Create a Purchase Order in NEXT

From the Inventory screen submenu select Purchase Order (PO). The purchase order screen allows you to browse, create, and edit purchase orders. 

How to Create a Stock PO

1. From the Purchase Order screen click the Add button, .
2. Select Stock from the PO Creation dialog box, then click OK.
   
3. Choose to import product information from the Product catalog or from Inventory.
   
4. Search for the product from the product or inventory browse dialog box. Most of the needed information for the PO form will be filled in by this import.
   
5. Complete the needed Standard and Ship To forms. (See the field explanations below for more information.)
6. Select Save or Save and Add New to complete

How to Create Special Order PO

1. From the Purchase Order screen click the Add button.
2. Select Special Order from the PO Creation dialog box. A purchase order number up to eight characters in length may be designated. Use the cog-wheel button, , locate a line from an existing order. Click OK.
   
3. Choose to import product information from the Product catalog or from Inventory.
4. Complete the needed Standard and Ship To forms for the Special Order PO. 
5. Select Save or Save and Add New to complete.

Auto Generation PO

This option is a short cut for the creation of purchase orders generated from order entry lines that were toggled as "Generate PO." Besides the line information, Auto PO also brings over the Subdivision, Block and Lot information from the order header.

User Editable Fields

Field	Explanation
Purchase Order
Order Date	Defaults to system date. Enter the date the purchase order was entered.
Store	Enter the store code for which the material is being ordered.
Inventory Details
Footage/Roll Order	These selections are for use with Electronic Commerce (EC). If currently using the RFMS EC Module, please consult the user guide.
Footage/Roll	These selections are for use with Electronic Commerce (EC). If currently using the RFMS EC Module, please consult the EC User Guide.
Length	Roll goods only. Enter the length of the material. Click the Gear button to view the roll/cut comparison chart. If the product information for this purchase order is found in the Products file, the cost will be imported into the chart. The length, unit price or total price may be edited to determine the best buy. Roll pricing is the default.
Min Len	min length for roll
Max Len	max length for roll
Roll Qty	max rolls that you will accept
Cost	Enter the price quoted by the mill or supplier. Cost information comes from the Products file.
Same Dye Lot	Check to request the same dye lot. This is applicable to items as well as rolls.
Supplier Product Information
ID #	user defined ID number
Collection	user defined assigned with b2b with electronic ordering
Purchasing Details
Ordered By	This field can be the user-supplied name of the person that places the order with the supplier. Additionally, if auto-gen is used, displays if the purchase order was automatically created from an order entry line and generated through Auto PO Generation. Note: When the purchase order is actually called in, this field needs to be updated with the name of the person who actually placed the order. Changing the "Ordered" and "Taken By" fields is what changes the PO status to "open".
Taken By	When the purchase order is actually placed with the supplier, enter the name of the person with whom the order was placed.
Requested Ship Date	A future ship date up to 365 days in advance may be requested. The requested ship date is returned on the electronic PO with the date requested unless the production date is after the requested ship date.
Promise Date	Enter the date the material is expected to arrive. Click the calendar button for the online calendar.
Requested Del Date	date to be delivered to warehouse
Reserve/Contract #	reserve number for the order issued by Shaw online or number given by CSR over the phone.
Freight Carrier	how you want it shipped, freight line
Tracking Number	tracking number for the freight/ shipping carrier
Inventory Information
Inventory Number	item number or roll number
Private Collection	user defined
Requested Dye Lot	Check to request the same dye lot. This feature is available for items as well as rolls.
Customer Order Information
Reference #	confirmation number that the order has been placed
Sidemark	Enter sidemark information for this material. The sidemark will print on roll tags and will also transfer to the inventory record when received. If Auto PO Generation is used, the sidemark may be automatically inserted.
Comments	This is optional. Enter desired comments about the purchase order.
Builder Information
Builder, Subdivision, Block, Lot	Enter the builder information in the space provided or it can be pulled from the customer order for special orders. (This information will be sent to the Supplier on Electronic POs  if using Electronic Commerce.)
Ship To Information
Import From	Customer: If a Ship To record is present on a customer order line, then that Ship To information is imported to the purchase order.  Supplier: If Ship To information is available for the Supplier, then that Ship To information is imported to the purchase order. Store: If Ship To information is present on the Store Code record and not on the customer order line, then the Store Code Ship To information is imported to the purchase order. You can enter a Ship To address for each store code. This could be used, for example, if you order goods from a 'main' store and want the goods to be shipped to a satellite storage location.
Name, Address, City, State, Zip	Enter the address of the Ship-To location.
Contact	Contact for the Ship-To location.
Email	E-mail at which the contact can be reached.
Telephone	The telephone number associated with the Ship-To location.
Ship Via	Enter the method of shipping to this location.
Notes	Notes applicable to the Ship-To location.

Product or Inventory Import Pre-Populated Fields

Purchase Order
PO Line #	This field displays the purchase order number followed by a 4-digit line number. A new PO line will be created for each different Roll or Item ordered from a particular mill or for a given customer order. Each line number (-0001, -0002) will be numbered sequentially.
Inventory Details
Width Roll/Cut Amount Ordered Amount Received	Once a width and length has been entered for roll goods, the system will automatically calculate the amount ordered. Or, if the length has been left blank, enter the square yardage or footage here. The system will convert the yards or feet into linear feet for the Length field. For item inventory, enter the number of units ordered. This product may require a purchase in a specified quantity. See Buying Quantity for more information. This field is automatically updated when the Purchase order is satisfied. For an OPEN PO, this field will display zero.
Supplier Product Information
Product Code*	Enter the two-digit product code for the material classification. Click or press F8 for a listing of existing product codes. Product codes are added through configuration.
Manufacturer	Enter the manufacturer of the material. If the manufacturer is the same as the supplier, leave this entry blank. The system will automatically insert the manufacturer name, after the supplier field is completed. The option in >Utilities>System Options>System Wide>General> Manufacturer from Manufacturer File Only (Products, Inventory and Purchase Orders) controls whether free form typing in this field is allowed or if importing the manufacturer name from the manufacturer file is required. Click the ellipsis button to access the Manufacturer file. If importing buying group electronic product files, the switch should be checked to ensure data entry consistency
Supplier*	Enter the first few characters of the supplier name and click or press F8 to import from the supplier file. The option in >Utilities>System Options>System Wide>General> Supplier From Supplier File Only (Products, Inventory and Purchase Orders) controls whether free form typing in this field is allowed or if importing the supplier name from the supplier file is required. Click the ellipsis button to access the supplier file. If importing buying group electronic product files, the switch should be checked to ensure data entry consistency.
Style Name*	Enter the mill style name or press F8 to import product information from the Products file.
Description*	Color or other identifying info.
Style Number	Enter the Style number, if known. If the product information was imported from the Products file and the Style # is present, it will be carried over to the purchase order.
Description Number	If b2b this number can't be edited
SKU	The SKU field is designed to interact with the RFMS E-Commerce program, also known as B2B. This field will be populated from the Product Catalog and will carry through to the Inventory Record. The field is 48 characters in length.
Manufacturer SKU	SKU provided by manufacturer
FOB	The city or location from where the product is shipped, can be entered on and pulled from the product record
Purchasing Details
Status	This field displays the current status of this purchase order. See Status Listing for a description of purchase order statuses.
Total Value	This field displays the total value of the purchase order line. The total is calculated by multiplying the amount ordered by the quoted price. The total value (extended price) may be printed on the purchase order with a configuration change by RFMS.
Inventory Information
Private Supplier	Enter the name of the private label company if applicable.
Private Style Name	Enter the private style name if applicable. Press F8 to access the Products file for product style and color. If the Products module is not used, manually enter the private style name.
Private Description	Used by Item products.
Private Style Number	Used by Roll products. Enter the Private Style number, if known. If the product information was imported from the Products file and the Private Style # is present, it will be carried over to the purchase order.
Private Description Number	Enter the Private Description number, if known. If the product information was exported from the Products file and the Private Description # is present, it will be carried over to the purchase order.
Units*	product file
Customer Order Information
Sales Rep #1 Sales Rep #2 Est. Install Printed	sales person on the order that the info is coming in from custom purchase order inventory is tied to special purchase order