Viewing or Editing a Purchase Order Worksheet

Purchase Order Worksheets (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. Follow the steps below to view or edit an existing POW, or click on one of the following links to jump to the relevant section.

• To add a part to a POW, see the Adding a Part to a Purchase Order Worksheet section.
• To delete a part from the POW, see the Deleting a Part from a Purchase Order Worksheet section.
• To delete a POW, see the Deleting a Purchase Order Worksheet section.
• To view the selection criteria used when an automatic POW was created, see the Show Criteria section.
• To print a POW, see the Printing a Purchase Order Worksheet section.

Use the following steps to view or edit an existing Purchase Order Worksheet:

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. Your employee security level, set in the Set Up Employees screen (1-5-1), is used to validate access to the PO Module.

6. Click POW on the menu bar.
7. Select the View/Edit POW option to receive the following screen.

8. Select the POW to be viewed or edited and click OK.

Note:

When you start a new POW, the system will automatically assign it a number. This number will also be assigned to the official Purchase Order that is generated from this Purchase Order Worksheet.

9. You receive the following screen.

Note:

Because a Purchase Order must contain at least one part, the Create PO button will be dimmed or “grayed out” until a part is added to the Purchase Order Worksheet.

10. View information in the following fields under the POW header section:

PO#

Shows the number that the system automatically assigns to the POW. The same number is assigned to the official Purchase Order that is generated from this Purchase Order Worksheet. (Display only)

Vendor

Shows the vendor associated with this POW that you selected from the Vendor Selection popup. (Display only)

Created

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

Emp ID

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

Last Updated

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

Total Sales Units

Shows the total sales unit order quantity for all parts on this POW. (Display only)

Total Purchase Units

Shows the total purchase units ordered for all parts on this POW. (Display only)

Total Cost

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

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

Last PO Date

If this POW was auto-generated, this field shows the last date a PO was created for this vendor. If this POW was manually created, this field will be left blank. (Display only)

11. View information in the following fields under the POW detail section:

Qty on Hand

Shows the quantity in stock using the sales units for each part. 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 currently on order for each part, including Purchase Orders that have not been received and manual entries from the Enter Inventory Activity (1-7-7-6) screen in LubeSoft. When a PO is received in the system, LubeSoft automatically reduces this amount. (Display only)

Note:

Order quantities entered in the Enter Inventory Activity screen are not modified by receiving Purchase Orders. They must be manually edited in the same screen.

Avg Daily Usage

Shows the average daily usage of each ordered part based on past sales history. (Display only)

(Average Amount Sold Daily based on Sales History = Average Daily Usage)

Sug Sales Unit Qty

If the displayed POW was auto-generated, this field shows LubeSoft’s suggested quantity to order based on what is currently in inventory and past sales history for this part. 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 inventory the part. 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 POW for each part. For example, if the Sales Units are EA (Sold separately as each) and there are 12 Units per CA (case) and you purchase 2 cases, the Sales Unit Order Quantity 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 this part. 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 unit’s ratio would be 4. (Display only)

Note:

The Unit Ratio field cannot be 0 (zero).

Purchase Units

Shows the unit at which you purchase the part. 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. This information is used in the Receive Inventory function and on the Usage-Based Reorder Report. (Display only)

Extended Cost

Shows the total cost based on the ordered quantity of each item. (Display only)

(Received Quantity * Received Unit Cost = Extended Cost)

12. Type the total number of Purchase Units ordered on this POW in the Purchase Unit Order Qty field for each part.
13. Click the Save POW button to save your changes.
14. Do one of the following:

1. • To add a part to the POW, see the Adding a Part to a Purchase Order Worksheet section below.
   • To delete a part from the POW, see the Deleting a Part from a Purchase Order Worksheet section later in this article.
   • To delete a POW, see the Deleting a Purchase Order Worksheet section later in this article.
   • To close a POW, click Close. If there are no changes, you return to the View/Edit Purchase Order Worksheet List screen. If you have any unsaved changes, you receive the Save changes before closing this window? prompt. Click Yes to save and return to the View/Edit Purchase Order Worksheet List screen. Click No to ignore new changes and return to the View/Edit Purchase Order Worksheet List screen.

Adding a Part to a Purchase Order Worksheet

Use the following steps to add a part to a POW:

1. To add a part, click the Add Part button on the View/Edit Purchase Order Worksheet screen to receive the following popup.
2. Select a category from the dropdown list.
3. Select one or more parts from the part list. To select more than one part, press and hold the Ctrl button while clicking on the needed parts.

Note:

This popup will only show you parts that are available from the vendor you assigned to this POW.

4. When you are finished, click OK and the system returns to the POW with the new part(s) included.
5. Fill in the Purchase Unit Order Qty field of the updated part on the View/Edit Purchase Order Worksheet screen. All other fields are automatically updated with the information from the Set Up Inventory Item (1-7-5-1) screen.
6. Click the Save POW button to save your changes.
7. To exit a POW, click Close. If there are no changes, you return to the View/Edit Purchase Order Worksheet List screen. If you have any unsaved changes, you receive the Save changes before closing this window? prompt. Click Yes to save and return to the View/Edit Purchase Order Worksheet List screen. Click No to ignore new changes and return to the View/Edit Purchase Order Worksheet List screen.

Deleting a Part from a Purchase Order Worksheet

Use the following steps to delete a part from a POW:

Note:

The Delete Part button will be dimmed, or “grayed” out, until a part is selected. If the deleted part is the last remaining part under a category, the category will be deleted from the POW.

1. On the View/Edit Purchase Order Worksheet List screen, select the part you want to delete and click the Delete Part button. You receive the Are you sure you want to delete this part from this Purchase Order Worksheet? prompt.
2. Do one of the following:

1. • To delete a part, click Yes to return to the updated View/Edit Purchase Order Worksheet screen.
   • If you do not want to delete a part, click No to return to the unchanged View/Edit Purchase Order Worksheet screen.

Deleting a Purchase Order Worksheet

Use the following steps to delete a Purchase Order Worksheet:

1. On the View/Edit Purchase Order Worksheet screen, click the Delete POW button to delete the displayed POW. You receive the Are you sure you want to delete this Purchase Order Worksheet? prompt.
2. Do one of the following:

1. • To delete the current POW and return to the View/Edit Purchase Order Worksheet List screen, click Yes.
   • If you do not want to delete the current POW, click No.

Show Criteria

If this POW was created through the Auto-Generated process, the information used when setting it up can be viewed.

Use the following steps to view the information:

1. From the View/Edit Purchase Order Worksheet screen, click the Show Criteria button. You receive the Auto-Generated POW Selected Criteria screen with the information you originally entered when creating the currently displayed Purchase Order Worksheet.

Note:

If the POW selected was manually created, you receive the following message: This was a manually created Purchase Order Worksheet, so selection criteria is unavailable.

2. When you have finished viewing information, click Close to return to the View/Edit Purchase Order Worksheet screen.

Printing a Purchase Order Worksheet

Use the following steps to print a Purchase Order Worksheet:

1. From the View/Edit Purchase Order Worksheet screen, click the Print POW button to receive the Choose Print Options popup.

Note:

These options will print the data that is currently on the screen, not the data that is saved in the system.

2. Do one of the following:

• • To view the POW on-screen, click the Print to Screen radio button and click OK. When you are finished viewing the POW, click Close on the report screen to return to the View/Edit Purchase Order Worksheet screen. Go to step 4.
  • To print a paper copy of the POW, click the Send to Printer radio button and click OK. The POW will print to the default printer. Go to step 4.
  • To save the POW as a plain text file on your computer, click the Print to File radio button and click OK. You receive the following screen. Go to step 3.

• • To save the POW as a PDF file on your computer, click the Print to PDF File radio button and click OK. You receive the following screen. Go to step 3.

• To save the POW as a CSV file on your computer, click the Print to CSV File radio button and click OK. You receive the following screen. Go to step 3.

Note:

The CSV file is limited to 200 lines. If there are more than 200 items on the POW, you will be prompted to save additional CSV files. The first line of the CSV file is a header with the field names. Each line in the CSV file corresponds to an item on the POW and is in the following format: sales organization value, store number, PO number, PO creation date, delivery date, unused field, part number, purchase quantity as an integer, package unit, unused field 2, item description, and unused field 3.

3. Do one of the following:

• • If the defaults in the Save In, File Name, Files of Type fields are acceptable, click Save to save the POW to your computer. When the file is saved, the system automatically returns to the View/Edit Purchase Order Worksheet screen.
  • If the default entries are incorrect, use the dropdown menus to select where you want to save the POW. The icons to the right of the Save In dropdown at the top of the pop-up window can navigate to a different folder, create a new folder, or adjust the view of available folders. Once you have made the necessary changes, click Save to save the POW to your computer. When the file is saved, the system automatically returns to the View/Edit Purchase Order Worksheet screen.
  • If you do not want to save a file, click Cancel to return to the View/Edit Purchase Order Worksheet screen.

4. Do one of the following:

• • Perform addition POW actions.
  • To return to the main Purchase Order Module screen, click Close. To return to the LubeSoft menus, click the Exit dropdown and click Exit Application.