Creating Purchase Orders from the Procurement Confirmation Queue

Use the Procurement Confirmation Queue to add the items listed to existing purchase orders. You can create an individual purchase order for a procurement request or you can add items to existing purchase orders. Adding items to a purchase order eliminates some of the cost of a non-stock order or purchase request. For example, a purchasing agent may already have a purchase order open and set for a particular vendor. If you have a request that can be processed on this order, the company saves the cost of opening a new order. This savings includes the time to open a new order, the physical cost involved, and the shipping and handling charges related to the order.

If the quantities ordered are less than the buy package quantity as set on the Primary Inventory Maintenance screen, then the purchase order is not rounded to buy package quantity. For example, product A has 4 items in a case, which is the buy package. You require that when procured, product A must be ordered in case per the buy package quantity and unit of measure. If you create a purchase order with 2 each of product A, then the purchase order quantity stays at 2 each. If you create a purchase order with 4 each of product A, then the purchase order quantity converts to the buy package quantity of a case.

To add a purchase request to a purchase order, a current purchase order must exist for that vendor in that branch.

You can ensure that a purchase order for a vendor that has exceeded their credit limit is not created. To do this, the Check Customer Credit On Procurement control maintenance record must be set to Yes. If this record is set, then before a purchase order is created from Procurement Confirmation, the system verifies that the vendor has credit approval in the system before allowing a purchase order to be entered. If the user has authorization, the system does one of the following:

Notifies you that the order cannot be released
Allows you to release the order
Prompts you for a password in order to release the order.

If released from credit hold, the release and user ID are recorded in the change log.

If a purchase order is created from the Procurement Confirmation Queue and that purchase order is canceled, the ship via defaults set by the Default Ship Via For Purchase Orders control maintenance record. If the control maintenance record is not set or null, the system uses the ship via set in Vendor Maintenance.

Use the Commit Qty From Display Location control maintenance record to indicate whether users can commit products from a display location to a sales order.

To create a purchase order for procurement request:

From the Purch > Queues menu, select Procurement Confirmation to display the Procurement Confirmation Queue screen.
Move the cursor to the item you want to create a purchase order.

You can use the Find hot key to locate an item in a long list, if you know the item description or order number.

Use the Create PO hot key.

The system creates the P/O with the procurement request and the procurement item moves from the list.

Note: If there is more than one price matrix associated with the product, the Vendor Matrix Cell Selection screen displays. Place the cursor on the matrix cell you want to use and use the Use Cell Matrix hot key to make the selection. For more information, see Creating Matrix Cells in Quick Matrix Maintenance.

Press Esc to return to the main menu.

To add a purchase request to a purchase order:

From the Purch > Queues menu, select Procurement Confirmation to display the Procurement Confirmation Queue screen.
Move the cursor to the item for which you want to add to an existing purchase order.

You can use the Find hot key to locate an item in a long list, if you know the item description or order number.

Use the Add to PO hot key to display the list of open P/Os.

Note: If you receive a warning message, check your permission level for the PROCUREMENT.CONFIRM authorization key. You must have permission to add a procured item to an existing purchase order.

Select the P/O to which you want to add the purchase request.

The system adds the item to the P/O and displays the Purchase Order Entry screen.

Press Esc to verify the status of the P/O.
Press Esc to return to the main menu.