Setting Up Your System to Use the Purchase Order Module

The Purchase Order (PO) Module gives you easy control over your entire inventory and ordering process. It allows you to create purchase orders to send to vendors and to receive inventory into your LubeSoft® system. You need a computer mouse to navigate the PO Module.

There are two different portions of this module: 1) Purchase Order Worksheets (POWs) and 2) Purchase Orders (POs). POWs are electronic worksheets that allow you to create and edit your inventory orders. Think of them as electronic scratch pads. Once you have finalized what you want your completed order to include, you convert your POW into an official Purchase Order (PO) with the simple click of a button. POs are the actual document you send to your vendor with the items and quantities you need to order.

There are three setups you must complete before you can begin using the PO Module. Setups should be completed in the following order:

1. Set Up Center Control File
2. Set Up Vendors
3. Set Up Inventory Items

Setting up the Center Control File for the PO Module

You must enable the PO Module in the Center Control File.

Use the following steps to turn on the module:

1. On the Main Menu, select Lubrication Menu.
2. Select Lubrication Setup Menu (6).
3. Select Lubrication Basic Setup Menu (1).
4. Select Set Up Center Control (1) to receive the following screen.

5. If you want to use the Purchase Order Module, arrow down [↓] to the Use Purchase Orders? field. Enter Y in this field to enable access to the PO Module. If you do not want to use the PO Module, leave N as the default in this field.
6. Press [F4] to save your changes and return to the Lubrication Basic Setup Menu.
7. Press [Esc] [Esc] repeatedly until you return to the Main Menu. Go to the next section to set up the vendors that will be used with the PO Module.

Setting Up Vendors for the PO Module

The Set Up Vendors (1-7-5-5) screen allows you to set up a new vendor, edit information for a current vendor, or link a vendor with an inventory item. Vendors must be set up on this screen to be accessible on the PO Module dropdown lists. See the Setting Up Vendors article for detailed instructions, then go to the next section to set up the inventory items that will be used with the PO Module.

Setting Up Inventory Items for the PO Module

The Set Up Inventory Items (1-7-5-1) screen is used to specify the characteristics of an inventory item. For the purposes of the PO Module, this screen is used to make sure the vendor in the primary Vendor field on the Set Up Inventory Items screen is the same as the Vendor ID field on the Set Up Vendors screen (see the Setting Up Vendors article.)

Use the following steps to access the Set Up Inventory Items screen:

1. On the Main Menu, select Lubrication Menu.
2. Select Inventory Menu (7).
3. Select Setup Menu (5).
4. Select Set Up Inventory Items (1). Type your employee password when prompted and press [Enter] to receive the following screen.

5. If you are creating a new inventory item, make sure you are in ADD MODE (see screen above). If you are changing information in an existing record, press [F2] to change to Edit Mode.

6. Fill in all of the appropriate fields on this screen. (See the article Setting Up Inventory Items for more complete information about filling in this screen.)
7. Press [F4] to save your information.
8. To continue adding and editing inventory items, repeat steps 5-7.
9. When you are finished press [Esc] [Esc] repeatedly until you return to the Main Menu. Go to the next article, Getting Around in the Purchase Order Module, to begin using the PO Module.