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Viewing a Purchase Order

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A Purchase Order (PO) contains the same part, vendor, units, and other related information as the Purchase Order Worksheet (POW).

Use the following steps to view a Purchase Order:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Inventory Menu (7).
  3. Select Activity Menu (1).
  4. Select Purchase Order Module (7).
  5. Type your employee password when prompted and press [Enter]. Once your password is validated by the system, you receive the Purchase Order Module Main screen.
Note: Your employee ID is stored with each added, changed, and deleted record. This ID can be seen on the View/Edit Purchase Order Worksheet, View Purchase Order, and Receive Purchase Order screens.
  1. Click PO on the menu bar.
  2. Select the View/Receive PO option.

  1. You receive the following screen.

  1. Select the PO you want to view and click OK to receive the following screen.

  1. View information in the following fields of the PO header section:

PO#

Shows the number that the system automatically assigns to the PO. (Display only)

Vendor

Shows the name of the vendor associated with this PO. (Display only)

Created

Shows the date this PO was created. (Display only)

Emp ID

Shows the ID of the employee who last modified this PO. (Display only)

Last Updated

Shows the date this PO was last updated. (Display only)

Total Sales Units

Shows the total Sales Unit Order Quantity for each part on this PO. (Display only)

Total Purchase Units

Shows the total Purchase Units ordered for each part on this PO. (Display only)

Total Cost

Shows the total cost of this PO. Total Cost is the sum of the Extended Cost of each ordered part on the PO. (Display only)

(Extended Cost * Number of items on PO = Total Cost)

Due Date

Shows the date this PO is due to be received. (Display only)

  1. View information in the following fields of the PO detail section:

Qty on Hand

Shows the quantity of the item in stock using the sales units. This quantity is tracked by the system, and can only be changed by adding stock through the receiving option in the Purchase Order Module, the Receive Inventory screen (1-7-1-1), making adjustments through Enter Inventory Activity screen (1-7-7-6), Adjust Inventory On Hand screen (1-7-7-1) or Adjust Inventory Receipts screen (1-7-1-5). All except the PO Module are described in detail in the Inventory articles. (Display only)

Qty On Order

Shows the quantity of the item currently on order, which is entered on the Enter Inventory Activity (1-7-7-6) screen. When an order is received in the system, the system automatically reduces this amount. (Display only)

Sug Sales Unit Qty

If the displayed PO was auto-generated, this field shows the suggested quantity to order based on what is currently in inventory and past ordering patterns. If the POW was manually created, then the field displays 0.00. (Display only)

(Average Daily Usage * (Days Until Next Order + Standard Shipping Days) = Suggested Sales Unit Quantity)

Sales Units

Shows the unit at which you sell and count the product. For example, if you sell oil by the quart, the sales unit would be QT. Air filters sales unit would be EA for each. (Display only)

Sales Unit Order Qty

Shows the total number of sales units ordered on this PO. For example, if the Sales Units are EA (sold separately as each) and there are 12 units per case (CA) and you purchase 2 cases, the Sales Unit Order Qty would be 24. (Display only)

(Purchase Unit Quantity * Unit Ratio = Sales Unit Order Qty)

Sales Unit Cost

Shows the cost per sales unit on this POW. (Display only)

Unit Ratio

Shows the number of sales units included in the purchase unit. For example, if there are six air filters in a case (Purchase Unit), there are six sales units (EA) per purchase unit (CS), and the Units Ratio would be 6. If you purchase oil by the gallon (Purchase Unit) but sell it by the quart, there are four sales units (QT) per purchase unit (GA). The Units Ratio would be 4. (Display only)

Note: The Units Ratio field cannot be 0 (zero).

Purchase Units

Shows the unit at which you purchase the item. For example, if you buy air filters in cases of six, the purchase unit would be CS. For oil purchased in gallons, the purchase unit would be GA. (Display only)

Purchase Unit Order Qty

Shows the total number of purchase units ordered on this POW. (Display only)

Extended Cost

Shows the total cost for each part. (Display only)

(Received Quantity * Received Unit Cost = Extended Cost)

  1. Do one of the following: