AP Purchase Order

The AP Purchase Order functionality allows you to look up and update details of your purchase orders efficiently. Follow these steps to access and manage purchase orders:

Navigating to AP Purchase Order

1. Go to Reports >> Custom Reports >> Operations >> AP Purchase Order.
   
2. Enter the Purchase Order Number.
   • All related fields will automatically populate with details from the purchase order you’ve created.

Automatically Updated Fields

Once you enter the Purchase Order Number, the following details are automatically populated based on the purchase order:

• Vendor Name: The name of the vendor associated with the purchase order.
• Vendor Code: A unique code identifying the vendor.
• Vendor Term: The payment terms agreed with the vendor (e.g., Net 30).
• Buyer Name (Created By): The name of the buyer or user who created the PO.
• PO Date: The date the purchase order was created.
• Vendor Ship By Date: The expected shipping date as provided by the vendor.
• Store Warehouse: The location where items will be delivered.
• Status: The current status of the purchase order (e.g., Pending, Approved).

Automatically Updated Item Details

Item-specific details are also populated automatically:

• Item SKU: A unique identifier for the item.
• Item Description: A brief description of the item.
• Color: The color of the item.
• Size: The size of the item (if applicable).
• Item Alias: Any alternate names or codes for the item.
• Unit Cost: The cost per unit of the item.
• Quantity Ordered: The total quantity of the item ordered.
• Total Unit Cost: The cost of the total quantity ordered.
• Tax: Tax applied to the item(s).
• Discount: Any discounts applied to the order.
• Total Amount: The overall amount of the order, including taxes and discounts.
• Quantity Received: The total quantity of the item that has been received.
• Received Cost: The updated unit cost after changes made during Merchandise or Purchase Order Receiving. The Received Cost field will automatically update whenever there are changes to the unit cost during Merchandise Receiving or Purchase Order Receiving.
• Total Amount Billed: The total amount invoiced for the order.
• Quantity Mismatched: Any mismatch between ordered and received quantities.
• Unit Price Mismatched: Any mismatch between ordered and invoiced unit prices.

These fields are auto-generated and cannot be edited.

Editable Fields

You can update the following fields manually, as necessary:

• Invoice Number: The invoice number provided by the vendor.
• Invoice Date: The date on the invoice.
• Quantity Billed: The quantity billed on the invoice.
• Unit Price (Billed): The unit price billed on the invoice.
• Hold Reason: Reasons for placing the PO on hold. Possible reasons include:
  • PO not approved.
  • Quantity Billed exceeds Quantity Received.
  • Invoice total does not match the PO total.
  • Invoice Price exceeds PO Price.
• Hold Description: A description explaining why the PO is on hold.
• Variance Amount: Any discrepancies between the ordered amount and the billed amount.

Articles in this section

• Item Import Field Descriptions
• Overview
• Merchant Onboarding
• Navigation Bar
• Reports
• Items
• Settings
• Dashboard Overview
• Company
• Register

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