The Purchase Order module, located in the Purchasing group, facilitates the process of creating and issuing purchase orders. This module is often referred to as the PO module and allows for parts, miscellaneous items, outsourced items, and credit returns items to be added to a purchase order.
1. Create a purchase order
Open the Purchase Order module under and click the New button on the module toolbar to create a new purchase order. Select the vendor for the purchase order by typing in the Vendor field or by clicking the Search button for an advanced search. If the vendor does not currently exist in the system, select Add New from the bottom of the vendor drop-down list to create a new vendor.
The date will default to the date the PO is created, however the date can be changed by typing in the field or by clicking the Calendar button. Fishbowl will automatically assign the next available order number, but this can also be manually changed. Click the Save button in the module toolbar to save any changes.
If desired, a Customer SO number or a Vendor SO number can be stored on the purchase order. This provides the ability to keep track of the order number the vendor is using to process the order, and the sales order number of the customer that ordered the item.
If applicable, the Location Group and Class for the order can be modified at the bottom of the order by the total field.
Purchase orders can also be created using the import.
2. Add items
Follow the steps below to add items to a purchase order:
- Enter the desired quantity in the Quantity field.
- Select the part to add in any of the following ways:
- Begin typing in the Part field to search for parts. Either click the part in the list, or use the Enter key to add the highlighted part. Vendor part numbers can also be typed into the Part field to select an item.
- Click anywhere inside the Part field and then select a part from the drop-down list.
- Click the Search button to open an advanced part search. Enter any search parameters, then highlight the desired part and click the OK button.
- Click the Add Item button to add a part, a miscellaneous item, or a kit.
When a part is added to a purchase order, it will pull the vendor's last cost for the part. If the item has not been purchased from the selected vendor and a vendor association has not been added, the cost will initially be $0. The cost can be manually changed by typing in the cost field. When the order is issued or fulfilled, the new cost will be saved for future use.
To change the item type, click in the Type field of any line item and select from the following types.
Edit an item
- Many fields such as Price, Quantity, Type, Vendor Number, and Notes can be edited directly in the order item table by typing in the field.
- Double-click a line item to bring up the edit window and modify details such as Description, Class, Date Scheduled, etc.
- On the Custom tab of the Purchase Order Item Details window, custom fields can be set for each purchase order line item. To configure custom fields for purchase order line items, select Purchase Order Line Item from the drop down in the Custom Field module. Custom field columns can also be displayed in the purchase order line item table by right-clicking any column header.
Click OK to close the edit window and then click Save in the module toolbar to save any changes.
3. Issue a purchase order
After all items have been added to the purchase order, the bid request should be sent to the vendor. Once the vendor responds, it may be necessary to make price adjustments, quantity adjustments, etc. Make any necessary edits and then issue the order.
- For Purchase type items, issuing will create a Receipt.
- For Credit type items, issuing will create a Pick.
- For Outsource type items, issuing will create a Pick.
The Status field shows the status of the purchase order:
- Bid Request - The purchase order has been created, but not issued.
- Issued - The purchase order has been issued but not received.
- Partial - Some items have been fulfilled, but not all items are completely fulfilled.
- Fulfilled - The purchase order has been completely fulfilled.
- Closed Short - The purchase order was closed short.
- Void - The purchase order was voided.
- Picking - The purchase order is currently being picked.
- Picked - The purchase order has already been picked.
- Shipped - The purchase order has been shipped.
4. Fulfill a purchase order
The steps necessary to fulfill a purchase order vary based on the item type.
- A Purchase type item is fulfilled by Receiving and Reconciling the item. Click the Receive PO button in the Purchase Order module to open the current order in the Receiving module.
- A Credit Return type item is fulfilled by Picking, Packing, and Shipping the item.
- An Out Sourced type item is fulfilled by first Picking, Packing, and Shipping the item and then Receiving and Reconciling the item.
To Receive opens the current purchase order in the Receiving module.
Print sends the default module report to the printer.
After an item has been added, the type can be changed by clicking the Type field in the order item table, and choosing Credit Return from the drop-down.
The type can also be changed in the edit window by double-clicking a line item and then selecting Credit Return in the Type field.
Once all items have been added, click the Issue button in the module toolbar. Because credit return items are being returned to the vendor, they must be picked and shipped to fulfill the order. Open the order in the Picking module to complete the pick, and then ship the order in the Shipping module.
Follow the steps below to create a miscellaneous credit return:
- Click the Add Misc Item button to the right of the Part field.
- Change the type to Misc. Credit.
- Click the Issue button to issue the order.
- Select the line item and click the Fulfill button or right-click the item and choose Fulfill Item.
Outsourcing is the process of sending a part to a vendor so that the vendor can work on the part. Then the item is received back into inventory, either with the same part number, or with a different part number. For example, a bike company may offer custom frame painting to customers for an additional fee. Since the company does not paint bikes at their location, they may outsource the frame to a painting company who completes the painting and ships the frame back to the bike company to be put together and sold to the customer. Follow the instructions below to outsource an item.
- Create a new purchase order for the vendor that will complete the outsourced work.
- Add the part which is to be outsourced and then click Type field in the order item table and choose Out Sourced from the drop-down.
- The type can also be changed in the edit window by double-clicking a line item and then selecting Out Sourced in the Type field. This dialog also allows the part number to change when the item is received back into inventory.
- Once all items have been added, click the Issue button in the module toolbar.
- Because out sourced items are being sent to a vendor, they must be picked in the Picking module and shipped in the Shipping module.
- Once the work has been completed by the vendor, it can be received in the Receiving module. Any amount paid to the outsource vendor can also be added to the receipt and landed into the item cost.
Edit a fulfilled purchase order
Users with the appropriate Access Rights can modify the information included on the Details, Memo, and Custom tabs of a purchase order even after the order has been fulfilled. This includes the ability to change the Fulfillment Date, Shipping Terms, Payment Terms, FOB, Carrier, Custom Fields, and to add Notes or Memos to the order.
This does not include the ability to modify costs, vendors, or items on the order. If the order has already been exported to QuickBooks, the changes must be manually entered in QuickBooks.
To make modifications, open a purchase order, make the desired changes, and then click the Save button in the module toolbar.
Void, delete, or close short a PO
The Void button replaces the Delete button when an order has an Issued status. The order will be voided, but not deleted. Voided purchase orders maintain a history and can be seen in the search pane and some reports.
The Delete button deletes a purchase order if it is in a Bid Request status. Issued orders can be unissued to return them to the Bid Request status. Deleted purchase orders do not maintain a history and cannot be seen in the search pane or reports.
The Close Short button replaces the Delete button when an order has been partially fulfilled. This button will close short the unfulfilled portion of the order. Voided purchase orders maintain a history and can be seen in the search pane and some reports.
The Auto PO wizard provides an easy way to generate purchase orders for items with low quantities. Reorder levels can be created for each part to determine when the part should be ordered, and how many of the part should be requested.
- Set up part reorder levels.
- Click the Auto PO button on the module toolbar.
- Set the appropriate filters and click Next.
- By default, parts with an auto create BOM are not included in the Auto PO. To include them, select Include When Short / Always Create / Build to Order.
- If Include No ROP/OUL is checked, items that are back-ordered will be included, even if reorder points have not been set.
- If reorder levels are set per location group, there will be an option to Create orders for each location group.
- Parts that do not have a default vendor will not be placed on the order. The default vendor can be set on the Vendors tab of the Part module or on the Parts tab of the Vendor module.
- Click Next to see the parts that will be placed on the purchase order.
- Use the Create or add to PO option to add the items to a new or existing order. If the option is unchecked, the order will not be created.
- Quantities can be modified by clicking inside the table cell or items can be removed by clicking the Delete button. The order number can also be modified.
- Click Next to proceed to the Summary step and then click Finish to complete the wizard.
The Currency module provides the ability to create alternate currencies and set the conversion rate between the home currency and the alternate currency. These currencies can then be assigned to vendors. When a vendor with an alternate currency is used in the Purchase Order module, costs can be viewed and set in the alternate currency. Fields used for multi-currency will not be visible until currency conversion is enabled. Below are the currency features available in the Purchase Order module.
- The currency rate for the order can be set using the Rate field at the bottom of the purchase order. When changing the rate, a dialog will allow the vendor's default rate to be updated as well if the vendor is not using the currency default rate. The order total will also be displayed in the alternate currency at the bottom of the purchase order.
- When selecting a vendor, the purchase order currency and conversion rate will default to the vendor's default values set on the Details tab of the Vendor module.
NOTE: The currency of a customer or vendor can only be changed when the customer is new. After orders have been created for a customer or vendor, the Currency field on the Details tab will be disabled.
- The alternate currency is displayed in the order item table. Click to edit the Unit Cost or Total field in either currency and the currency conversion will happen automatically.
- The Purchase Order report can display the alternate currency which allows the order to be sent to the vendor in their default currency. The Reconcile report can also display alternate currencies.
- If currency conversion is enabled in Fishbowl and QuickBooks, orders will export to QuickBooks with the alternate currency set.
- The Purchase Order import also has currency conversion support.
- A purchase order can be Reconciled using the alternate currency.
The Search pane on the left can be used to filter by Number, Vendor, or Status. Records can also be found by typing in the table. Click the Advanced Search button to search the Custom Fields and the following search options. Custom field columns can also be displayed in the purchase order line item table by right-clicking any column header.
The General tab displays important order information, including the vendor, the order number, the order status, addresses, order items, and more.
- The Buyer field will default to the user that created the order, but it can be changed to any Fishbowl user. Orders can be filtered by Buyer in the advanced search.
- The Carrier and Service fields are populated from the Details tab of the Vendor module.
- Click the Edit button in the address panel to modify the addresses for the current order.
- Use the component toolbar to the right of the item list to add and modify items.
- Right-click on the table header and choose More... to customize which columns are displayed.
- Order items can be rearranged by right-clicking on an item and choosing Move Up or Move Down, or by using the Keyboard Hot Keys.
- To view the part image, hold the Alt key and click a purchase order line item.
The Details tab displays important order details including a link to the vendor in the Vendor module, the last user to modify the order, shipping terms, payment terms, carrier, order dates, and more.
- The Phone and Email fields will show the the vendor's Main number and Email if they are marked as Default on the default Main address. These fields will also transfer to the Details tab of the Shipping module for credit returns. If the email address of a specific order is modified, the modified email address will be used to send emails for just that order.
- The Shipping and Payment Terms are populated from the Details tab of the Vendor module.
- Any notes entered into the Note field will be displayed on the Purchase Order report.
- The URL field can be used to link to local files, websites, etc.
- Total cubic size is the total volume of all parts, based on the part dimensions.
- Dimensional Weight does not correspond to the actual weight of the parts. Dimensional weight is calculated by dividing total cubic inches by the customizable weight factor. NOTE: In the Shipping module, dimensional weight is based on the dimensions of the cartons, not the parts.
The Memo tab can be used to add information to each purchase order. The upper pane displays the memos, the date they were created, and the user that created them. Highlighting a memo will display the details of the memo in the lower pane.
- Click the New button to create a new memo.
- To edit a memo, highlight the memo in the upper pane and then click the Edit button.
- To delete a memo, highlight the memo in the upper pane and then click the Delete button.
- Click the Print Memos button to print the memos for an order.
The Custom tab stores additional fields for the order that can be customized to fit the needs of each company.
- Custom fields can be created and modified by opening the Custom Field module and selecting Purchase Order from the search pane to the left of the module.
- Custom fields with the same name and type will transfer from the vendor to the purchase order if the Vendor module option is enabled. For example, if a vendor has a custom field that stores priority and there is a matching custom field for purchase orders, the data in the custom field will transfer when creating a new order for the vendor.
- To search for orders using the custom fields, click the Advanced Search button in the search pane to the left and then click the Custom tab.
Some aspects of the Purchase Order module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.
- Next Number
- The characters entered in this field will be used as the next order number. Every time a new order is created, the final group of numbers will be increased by one. For example, Pier1-Order99-LA will be incremented to Pier1-Order100-LA.
- Update vendor cost after Purchase Order is issued
- With this option checked, the vendor's last cost will be updated whenever a Purchase order is issued. Any future Purchase Orders created with this vendor and part will default to the last cost for the item.
- Only show vendor parts in part quick add
- With this option enabled, only the parts on the Vendor's Parts tab will be available in the part drop-down when adding items to a Purchase Order.
- Automatically issue drop ship orders
- With this option enabled, purchase orders will be automatically issued for drop ship items.
- Require approval for orders exceeding:
- If a user does not have the Purchase Order-Approve Orders access right, the Issue button will change to a Request button, allowing the user to request that the purchase order be issued. The order will then have a Pending Approval status until a user with the Purchase Order-Approve Orders access right issues the order. Fishbowl can also send SMS text messages.
- Dimensional weight factor
- The weight factor is used to calculate dimensional weight by dividing the cubic size in inches by the factor. For example, an item with a size of 1 cubit foot (1,728 cubic inches) and the default factor of 166 would have a dimensional weight of 10.4 lbs (1728 ÷ 166=10.4).
- Send email when Purchase Order is issued
- There are three options for email behavior when issuing a Purchase Order. Always send an email, Prompt if an email should be sent, or Never send an email.
- Attach applicable sales order csv file
- With this option checked, the Purchase Order as Sales Order export will be attached to the email. This can allow the vendor to import the order into their Fishbowl install or other software.
- The custom tab allows a custom message (up to 4 lines) to be displayed on Purchase Order reports.