Create a Purchase Order

AcctVantage ERP 2021.1.1 introduces a new "PO Number" field

We have added a new PO NUMBER field that is tracked separately from the existing PO ID field. Throughout AcctVantage, the record ID is generally an internal locator while NUMBER is typically User facing. Before now we only had an ID for purchase orders and that ID sequence was 'shared' between companies in a multi-company system. This would result in gaps in the User/Vendor facing PO sequence within each company. The new PO Number has a unique sequence for each company to eliminate those gaps.

During upgrade from a previous version, the PO ID is copied to the new PO Number field (both of which continue in sequence.) This change also allows for you to edit the PO Number sequence (via System Setup > IDs), for example to begin a new PO sequence for each year.

If you want to see the PO Number instead of PO ID, you will need to swap the fields on list view screens (via the View Editor) and Custom Forms. Contact AV Support if you need assistance.

1. Create a new Purchase Order

Navigate to Purchasing ➤ Purchase Orders.

2. PO Line Item Entry

When adding line items to the Purchase Order, AcctVantage will attempt to match the entered Part Number to an existing Product record in AcctVantage.  If a match is found, the PO will be entered for that product. 

If the entered Part Number is not found, AcctVantage will ask if you would like to create a new Product.  You may cancel the new Product creation and enter a 'free form' line item without creating a Product record; in this case, no inventory will be received as you process the PO, but the line will still update PO totals and print.

The columns that are available for entry in the line item area are modifiable to allow for additional (or fewer) data fields.  Please refer to Purchase Order Defaults & Line Item Columns

Line items may be entered using any defined Unit of Measure.  Please refer to Purchase Orders & Alternate Units of Measure

During line item entry, the system will evaluate the Vendor Name that was entered. If the Product record has been setup with Vendor-specific cost then that pricing will be used. If no Vendor is found, then the Default PO Cost will be used.

PO Line Item Entry

2.1. Foreign Currency Purchasing

Enter the data for the Purchase Order and click OK to save.

  • Foreign Currency: This is carried over from the Vendor record, only if it is set up with a Default Foreign Currency. You can change this on-the-fly here on the PO if you don't want to change it more permanently on the Vendor record.
    • If you don't use Foreign Currency then this will read "None."
  • Exchange Rate: The Exchange Rate is pulled from the Foreign Currency record by default. You can change it here if you need to make a quick change. It will not update the Foreign Currency Definition, however.
  • FC Unit Cost: This is calculated on a line item basis as the Exchange Rate x Unit Cost.
  • FC Ext Cost: This is calculated on a line item basis as the UM Qty x FC Unit Cost.

Note: At the bottom right corner of this PO window you can see the FC sub totals and totals that are being carried in parallel to the standard values in USD. If you're not using Foreign Currencies, you don't need to worry about will be hidden.

Foreign Currency Purchasing