Purchase Orders may be created manually or created from a purchase order template. A template stores a set of items and vendor details that help streamline order entry. After the purchase order is created, the system may suggest quantities based on expected needs. Reviewers enter or adjust quantities as required before moving the order to the next stage.
View a printable guide on Purchase Orders.
Navigation
Open the Inventory app.
Select Orders.
Create a Purchase Order
Purchase orders can be created two different ways: using the Create button or from an existing purchase order template.
Using the Create Button
From the Orders page, click Create.
From the dropdown, click Purchase Order.
A new blank purchase order will open.
From a Purchase Order Template
From the Orders page, click the Templates tab.
Locate and click the purchase order template that is going to be used.
This will open the purchase order template.
Click the purchase order template menu button.
From the menu dropdown, click Use Template.
A new purchase order using the general information and items from the purchase order template will be created.
Enter a Purchase Order
After a purchase order is created, the necessary information can be entered or reviewed in the general information section. Then, vendor items are added and reviewed. To enter a purchase order, follow these steps:
Enter / Review General Information
1) Enter in a PO number.
This is the identifying number of the purchase order.
2) Select the location for the order.
This is the location that is placing the order, and where the ordered items should be sent to.
3) Optional: Select a purchase order template. Only the purchase order templates available to this location will be available for selection. If not using a template, skip to Step 4.
Using a template will autofill the Vendor and Vendor items from the template to the purchase order.
4) Select the vendor. The dropdown will only show accessible vendors.
Selecting a vendor will enable the Add Item button below. The selected vendor will determine the vendor items available for selection when adding items.
5) Review / select the order and delivery dates.
6 ) Add any necessary comments.
This field is optional and should include if any additional information needs to be added to the purchase order.
Add / Review Vendor Items
7 ) Navigate to the Details tab of the Items grid at the bottom of the purchase order.
If a purchase order template was used, there may be items listed. If not, this area will be blank.
Template Used - Items from the template added to the table.
No Template Used - Item table is blank.
8 ) To add items to the order, click the Add Items button in the top right corner or Add Item from the table.
A line item will add to the table.
The purchase order form also gives users the ability to add All Primary Items or Add All Vendor Items by clicking the Add Items dropdown and making a selection.
9 ) Enter the name of the purchase item or the identifying number assigned to the purchase item in the Item selector field or the vendor item number in the Vendor Item field.
10 ) Select the desired Item from the drop-down listing that appears.
11 ) Once an item is added, details about the Item, such as the unit of measure, will auto-populate the boxes in the line. Update any fields, as needed.
If submitting Purchase Orders via EDI, ensure that all Units of Measure are set to Case or Each.
Each Amt costs reference the Unit of Measure and Vendor based on the pricing information available. The 'Each Amt' will populate the first available cost as follows:
Contract Price on the Vendor Item Record
Price of the Vendor Item from the last Invoice
Vendor Item Price for the selected Location
12 ) Enter the order quantity for each item in the table. Then, add items and repeat as needed.
Users can navigate between boxes by pressing Tab on their keyboard. If all items are added and the Quantity fields are updated, users can enter a quantity and then press Enter to navigate down the quantity row. This functionality will work on other columns as well.
If submitting Purchase Orders via EDI, ensure that all Units of Measure are set to Case or Each.
13 ) Once the Purchase Order is complete, click Save.
Clicking Save will enable the Send button so that the purchase order can be sent to the vendor via the assigned method.
Adding Item to Order or Order and Template
For greater efficiency, when an additional item is added to an order that was created using an order template, users with the appropriate permission may elect to add the item to the order as well as the purchase order template.
Once an item is added to the order that is using an order template, the system will prompt the user with options of where the item should be added.
When Order Only is clicked, the item will be added to the current order for this one order only. When Order and Template is clicked, the item will be added to the current order as well as the selected purchase order template.
The purchase order template will be updated and will now feature the selected item. This requires the Edit Purchase Order Templates permission.
Required Template Permission
When a user’s permissions include the Require Template When Creating Purchase Orders permission, the user is required to use a purchase order template to complete a purchase order.
When a new purchase order is created, before selecting a vendor, they will be prompted to Choose a Purchase Order Template to continue.
After selecting the template, the item quantities can be edited, but they will not be able to be added or deleted from the order. This permission also restricts users from editing consumption or buffer days.
Expand Purchase Order Form to Full Screen
For a full screen view of the purchase order form, users can click the expand button in the purchase order header. To collapse the form back to half-screen, the same button can be clicked to collapse the view.
Saved Views
R365 uses cookies to save a user's last view of a purchase order. This ensures that the purchase form will open into the user's preferred view.
When a purchase order form is in full screen and closed in full screen, the next time a purchase order is opened, it will also open in full screen. This also applies to the collapsed view of the purchased order.