Send Purchase Order

Owned by Rick Eggleston (Unlicensed)
Last updated: Oct 03, 2023
3 min read

This functionality is new as of version 4.0.

After adding all of the Purchase Order Items, the Purchase Order must be 'Sent'.

In order to have access to Send Purchase Orders:

One of the following must apply:

In order for the Purchase Order to be Sent to the Electronic Procurement System, the Vendor must have an E-PO Interface ID.

  • Sending the Purchase Order will update the Purchase Order Status to 'Sent'.

    • Once the Purchase Order Status is updated to 'Sent', the Purchase Order Items can be Received.

    • Refer to Start Delivery.

To Send a Purchase Order:

  1. Navigate to the 'Purchase Order Details' screen for a 'New' Purchase Order. 

    'Purchase Order Details' screen - 'New' mode
    'Purchase Order Details' screen → 'New' mode

    1. The 'Status' must be 'New'.

    2. Finish adding the 'Products', and selecting the 'Vendor Products'.

      1. These fields will not be editable after the Status transitions to 'Sent'.

    3. Specify the 'Ordered Qty' which must be greater than 0, and edit the 'Unit Cost' as necessary.

      1. These fields will not be editable after the Status transitions to 'Sent'.

    4. Make any necessary changes to the 'Unit', 'Direct Inquiries To', 'Charge Account', or 'Delivery Contact' fields.

      1. These fields will not be editable after the Status transitions to 'Sent'.

    5. Click the ‘Send E-PO/Mark as Sent' button.

    6. Confirm the action.

  2. When all Purchase Order Items have been added, and the ‘Ordered Qty', 'Unit Cost', and 'Comment' fields have been updated, click the 'Save’ button.

  3. Click the 'Send E-PO/Mark as Sent' button.

  4. Confirm the action.

  5. The 'Purchase Order Details' screen will be in the 'Receiving' mode. 

    'Purchase Order Details' screen - 'Receiving' mode
    'Purchase Order Details' screen → 'Receiving' mode

    1. The Status will be updated to 'Sent'.

      1. Refer to About Purchase Order Status.

    2. The ‘Purchase Order' and ‘Purchase Order Log' tabs, and the 'Start New Receiving’ and 'Cancel Remaining Unreceived Items’ buttons will be available.

    3. The 'Received Qty' and 'Cancelled Qty' columns will be visible in the 'Purchase Order Items' list.

      1. The 'Received Qty' column will be populated by the 'Delivery' tabs.

        1. Refer to Start Delivery.

      2. The 'Cancelled Qty' column is editable, and used to cancel the 'Ordered Qty' that is not Received.

        1. Refer to Cancel Ordered Quantity.