V9 - Adding and editing purchase orders

Adding and editing a purchase order is a simple task within SOS. The following graphic shows the edit page for purchase orders.

A sample purchase order that has been completed.

To add a purchase order:

Select your method to create a purchase order (PO).
1. Add a new purchase order directly with either of the following:
  1. The Quick add (add_circle) menu. On the Task bar, go to Quick add > Purchasing > Purchase order.
  2. The Purchase orders list. Go to Operations > Purchasing > Purchase orders, then select +Add.
2. Generate a purchase order from:
  1. Another transaction. Locate the parent transaction record (such as a sales order, sales receipt, or invoice) on its appropriate list, then select Create purchase order from its Actions menu dropdown.
  2. The Reorder report (Reports > Purchasing > Reorder report). Refer to Generating purchase orders from the Reorder report for instructions on using this method.
  3. The Reorder list (Operations > Purchasing > Reorder list). Refer to Generating purchase orders from the Reorder list for instructions on using this method.
In the Vendor field:
1. For an existing vendor, use the dropdown list to select the desired vendor. SOS Inventory will populate the purchase order fields with relevant data from the vendor definition.
2. If adding a new vendor, select Add new vendor.
  1. A pop-up window will appear with a Vendor edit page.
  2. Complete the data fields needed for the vendor. Refer to Vendors and the Vendors list and Vendor field descriptions for more information, if needed.
  3. Save and close the Vendor edit page when finished.
  4. SOS Inventory will populate the purchase order fields with relevant data from the new vendor definition.
Enter or edit the data as needed for the purchase order, referring to Purchase order field descriptions for help. Note the following as you complete the transaction:
1. In the Purchase order reference # field:
  1. If you created the purchase order directly and have enabled the Purchase order numbering setting (Tools & settings > Purchasing > Purchase orders > Purchase order numbering), leave this field blank. The system will assign a reference number when the transaction is saved.
  2. If your company has not enabled Purchase order numbering, or you wish to put in your own purchase order reference number, manually enter the number.
  3. If you generated the purchase order from another transaction, the PO will inherit the parent transaction's reference number.
2. Vendor notes. If you revise this field, it will also update the Notes field in the vendor definition when the transaction is saved.
3. If the vendor is to drop-ship your order to a customer, check the Drop ship box.
4. Select or manually enter the Vendor address and the Shipping address.
  1. You can select a different vendor address from the default via the Address dropdown (if additional addresses are on file).
  2. For the Shipping address:
    1. Select a Location from the dropdown if the order is to be shipped to your business.
    2. If the order is to be drop-shipped, select the customer from the Customer dropdown.
  3. Use the pencil icon (edit) as needed to expand an address block for editing and to collapse it when finished.
5. Currency and Exchange rate. If you are using SOS Inventory's Multicurrency feature, the vendor's home currency will be pulled from the vendor definition.
  1. If that currency is included in the European Central Bank (ECB) currency feed, SOS Inventory will automatically populate the exchange rate information.
  2. If the currency is not included in the ECB feed, you must manually enter the exchange rate.
  3. Refer to Multicurrency for more details, including information on the currencies in the ECB feed and how to manually enter an exchange rate.
6. Enter each of your line items into the purchase order.
  1. In the Items dropdown, select an existing item or Add new item.
    1. If adding a new item, a pop-up window will appear with an Item edit page.
      1. Refer to Defining, adding and editing items and Item field descriptions for information about completing the item definition.
      2. Save and close the Item edit page when finished.
      3. SOS will return to the purchase order and add the new line item.
    2. Any item entered into the purchase order will include all relevant information retrieved from the item definition. Columns displayed are set and may include additional columns, based on your settings. You can edit these fields, except where grayed out.
    3. At a minimum, enter the Vendor Part # and Quantity for the item.
    4. Do not enter any value in the Received column. This field is automatically populated by SOS Inventory when the items are received into the system.
  2. Repeat Step 3f and its sub-steps for each line item.
7. Complete other data fields as needed.
Upon saving the purchase order, SOS Inventory will do the following:
1. Add the purchase order to the Purchase orders list and send it to the Sync queue for syncing to QuickBooks Online.
2. If the order is drop-shipped and Automate drop ship purchase orders (Tools & settings > Configuration > Purchasing > Purchase orders) is enabled, SOS generates a journal entry that credits Accounts Payable and debits Cost of Goods Sold for each line item.
3. If a change was made in the Vendor notes, the Notes field in the vendor definition will be updated.
4. Purchase orders generated from the Reorder report or Reorder list will be added to the Purchase orders list automatically.

The Deposit amount and Deposit % data do not sync to QuickBooks Online. If you made a deposit in QuickBooks toward this purchase order, record the prepayment to your vendor in these fields. See Recording purchase order prepayments for details about your options.

Editing an existing purchase order

An existing purchase order can be opened for viewing or editing by selecting its transaction reference number link in the Ref # column. You will need to enable editing line by line to make changes to the purchase order if you use Transaction edit mode.

Be sure to save any changes you make.