Purchase Order Entry and Management  Module

 

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The Purchase Order Entry and Maintenance system allows you to create Purchase Orders to Specific Vendors.  The Purchase Order can then be filed to the receiving module to await part delivery or closed to the Closed PO system. 

CUSTOMER NAME LOOK UP AND ENTRY--Used to select or enter a new customer record.  IF the customer Name Entered is a new customer, you will be prompted to "ADD A New Customer" and the customer Entry and Maintenance screen will appear.  Simply Press return after entering  and saving new customer record and the "Bill To"  and "Ship To" fields will be automatically populated.

CUSTOMER NAME/PO LU--Used to retrieve or look up saved Orders by Customer Name or Customer PO.

SAVED ORDERS LU--Used to retrieved or lookup Saved Orders by date or Order ID.

BILL TO CUST BOX--Used to show the currently selected Customer Name and address data. 

SHIP TO CUSTOMER BOX--Used the enter or show the current customer's Shipping or "Ship To" information.

REFERENCE PO# --The Reference PO# field is used to track a customers Reference or PO#.  This field allows you to tie your customers PO# to your Invoice number for quick reference.  Easily track customer orders using their Reference/PO number or using SBMPro unique Order ID number.  

SHIPPING METHOD--Used to select the desired shipping method that will be used.  The Shipping Method information can be changed in the Country-State-Shipper sub-menu.

FOB - FOB (Free On Board) is used to set the default shipping terms relating to ownership of the product(s) while they are in transit.  Shipping terms can be FOB Destination or FOB Ship Point.  FOB Destination states that the Seller (Your Company) own the products until the product is accepted by the buyer/customer at the buyers designated location.  FOB Ship Point means that the buyer accepts ownership of the product at the seller's shipping location.

PRODUCT ORDER DETAIL BOX--Used to select or show the products or services for which the customer wishes purchase. The Order Detail box consist of the following:

Search Item ID - The search Item ID field is used look up a product by a particular search ID that is assigned within the Inventory Module.  Common search ITem Id's are Product, Part Numbers, Code Descriptions.  When the user selects this field a Combo Selection box appears allowing the user to enter the search item ID to retrieve.

Product/Service Description - The Product/Service Description box is used to look up or enter a product description.  When the users selects this field a Product Description Combo Selection box appears allowing the user to enter the Product Description.  As the user types, inventory will be searched until a match is found.  If a match is not found, the user will be asked to add a new product to inventory when the cursor's focus is moved to another location on the form.

Unit Price - The Unit Price field is used to enter or set a unit price.  The default unit price for an item is set within the Inventory Management module.

Quantity - The Quantity field is used to enter the quantity or number of items to be purchased. 

Disc % - The Disc % field is used grant the customer an additional discount amount for this specific line item.  Regardless of the discount provided the unit price will not be allowed to be reduced below the minimum sales price as set within the Inventory Management Module.  The Disc % only appears on the "Print Disc Inv" report.    

Extended Price - The Extended Price field displays the line item total less any associated discounts. 

ORDER DATE--Used to show the date the Order was entered.

REQUIRED DATE--Used to enter or show the date the customer requires the products or services.

BILLING DATE--Used to display the date the invoice payment is due.  The default setting computes this date based on the Terms (i.e. if Terms are Net 30 Days)  Billing date is Order Date + 30 Days.  

SHIPPED DATE -- Used to enter or show the proposed date the product will be shipped.  .

TAXABLE CUSTOMER? -- Used to show if the customer is taxable or tax exempt.  If the customer is listed as Tax Exempt or Taxable Customer is NO, the customer will not be charged any tax.  The default setting for each customer can be changed within the Customer Management module.

PAYMENT TERMS - The Payment Terms Field is used to select Invoice Payment Terms.  The invoice payment terms can be modified within the Payment Terms maintenance module located under the Country State Shipper Sub-Menu. 

TAX RATE--Used to show the State/PST TAX RATE charged to the customer.  The default setting can be changed within the Company Entry and Maintenance module.

OTHER TAX RATE--Used to show the Federal/PST TAX RATE charged to the customer. The default setting can be changed within the Company Entry and Maintenance module.

PRINTED NOTE - The Printed Note field may be used add custom note that will be printed on the Sales Order Invoice.

GENERAL NOTES--The General Notes field is used to record Sales Order Specific Notes of Comments.  The General Notes field is for informational purposes only and DOES NOT appear on any printed forms.

ORDER TOTAL--Used to show the current Order TOTAL, SUBTOTAL, FREIGHT and TAX. 

APPLIED AMOUNT - The Applied Amount field is used to display and prior customer partial payments applied to this Order ID.

ORDER BALANCE - The Order Balance field is used to display payment balance due for this specific order.  The Order Balance represents the Order Total less any applied partial payments.

CLOSE ORDER--Used to close the order once payment is received. 

DELETE ORDER--Used to DELETE the current ORDER.

ADD NEW--Used to Start or Add a New Order Screen form.

EMAIL INVOICE--Used to EMAIL the current Invoice to the customer's email address assigned in the Customer Record.  The EMAIL system utilizes MS Outlook or Outlook Express send/outgoing  mail server settings.   

PRINT ORDER--Used to PRINT the current Order.  Note the Order must be saved before printing.

PRINT SHIP LBL--Used to PRINT a Shipping Label for the current Order.

SPECIAL PRINTED NOTES  - The Special Printed Notes tab is used to add special notes or instructions to an order.  The note can be simply typed into the box provided or selected from a list of user maintainable notes.

GENERAL NOTES - The general notes tab is used to enter general user notes in reference to this order.  General notes do not appear on any printed documents.

SHIPPING NOTES - The Shipping notes tab is used to provide special shipping instructions or general information to the shippers.  Shipping notes are visible in the Shipping Module.

FILE TO INVOICING - The File To Invoicing button is used to file an order directly ot the Invoicing and Payments module, bypassing the shipping module. 

FILE TO SHIPPING - The file to shipping button is used to file the order to the shipping module for shipment.

SAVE RECORD--Used to SAVE the current Order ID Record.

EXIT FORM--Used to EXIT the current form.
Reports Tab - The Reports tab is used to store additional default and custom sales order reports/
Send Message - The send message button is used to launch SBMPro internal messaging module. The internal messaging module is not connected to external mail programs like Outlook (Contact SBMPro For Custom Modifications).