Purchase Order generates purchase orders from direct entry, or via selection of items from a user defined item database, into the purchase order menu.

• More Info and Pricing

The following is a summary describing some of the features of the Purchase Order software program. Should you have further questions, please contact our office through one of the available contact options.

Overview

• The AccountPro Purchase Order software program may be used as a standalone module or interfaced with the AccountPro Invoicing, Inventory and  Job Costing modules. Interfacing with these modules is automatic if installed and requires no additional setup.
• The number of purchase orders you may create is unlimited. The number of order items you may place into each purchase order is 9,999.

Master Item Cost Database

• A database of cost items may be built without limitation to the maximum number of items the database may contain. Order items may consist of actual items, or contractor/sub-contractor quotations, supplier quotations, etc.
• Order Items in the master database may be:
  • Displayed in a pop-up window for editing or selection into a purchase order.
  • Added to as required without limiting the number of items the database may hold.
  • Updated:
    • By Item.
    • Globally for each item within a Class.
    • From a third party pricing service, supplier or manufacturer supplied pricing updates (requires one our optional pricing service update interfaces).
    • Deleted if not required.

• Standard industry coding may be used to identify items or defined by the user. Each item may consist of:
  • An Item ID of up to 20 alphanumeric characters
  • A description to 45 characters
  • Item Class to 8 alphanumeric characters
  • 2 costs per item
  • Item costs to $9,999,999,999.9999
  • 7 levels of selling price.
  • Item selling price to $9,999,999,999.9999.

Assemblies

• The Assemblies option may be used to create assemblies or kits from any number of products (components of the assembly or kit) from the master product database. Entry of an assembly ID into the purchase order will automatically place all of the required components into the purchase order complete with component quantities as specified in the assembly times the number of assemblies ordered.

Supplier Discounts

• Supplier discounts are maintained by Class. Using discounts by class allows for maintenance of order item costs using standard supplier pricing for items in the order item master database, eliminating the need to manually convert published pricing to net costs, and also allowing for quick and easy changes to net purchase costs.

Bill of Order Items

• A Bill of Order Items may be printed as any time and as often as required.
• A Bill of Order Items may be printed by:
  • Class
  • Order Item ID
  • Class for obtaining quotations

Purchase Order Detail

• Purchase orders may have up to 9,999 order items per purchase order
• Computer generated or user defined purchase order numbers to 20 alphanumeric characters
• Purchase order item costs may be:
  • As established in the Order Item database
  • Overridden using a per unit cost at time of creating the purchase order
  • Overridden using a lot cost for the Order Item line
• Purchase order totals to $9,999,999,999.9999
• Supports several Purchase Order line formats
• Supports several Quotation Request line formats
• Supports several Requisition line formats
• Calculates estimated shipping weight
• Discounts may be applied to:
  • each individual order item by:
    • percentage
    • dollar amount
  • purchase order total by:
    • percentage
    • dollar amount
• Provision to add Miscellaneous and Shipping costs
• Purchase Order supports a Customer ID and Customer Purchase order number to indicate an order for a customer
• Customer numbers may be specified on an order line number by line number bases to indicate the customer id for whom the products are ordered.
• Supports multi-customers per purchase order.
• Job Numbers may be specified on an order line number by line number bases to indicate the project for which the products are ordered.
• Supports multi-jobs per purchase order.
• Supports user pre-defined purchase order messages of up to 999 lines per purchase order message id which may be printed on the purchase order using the pre-defined message ID. No limit to the number of predefined messages the user may establish

Printing Purchase Orders

• The purchasing software program will print purchase orders on printed on pre-printed purchase order forms, or on blank 8 1/2" x 11" paper by simply selecting one of the available purchase order form formats.

Purchase Order History

• Full Purchase Order history statistics is retained in the purchasing software database for as long as required:
  • Vendor ID
  • Vendor Quote number
  • Vendor Quoted Amount
  • Vendor Contract number
  • Purchase Order number
  • Purchase Order Reference
  • Department
  • Requested by
  • Job number
  • Change Order number
  • Work Order number
  • Order Date
  • Ship Date
  • Promised Date
  • Order Item ID
  • Customer ID
  • Customer's Purchase Order
  • Buyer
  • Full line by line order item detail

Interfacing to Job Costing

• Purchase order detail may be posted to Job Costing, if installed, allowing for analysis of Actual, Estimated & Committed (purchase orders) costs and labor hours for a job or project.