V9 - Purchase order field descriptions

Custom fields may appear on purchase order transactions, depending on how each custom field has been defined. If present, a section containing custom fields is below the standard SOS data fields. The fields will be of the input format and value that you have defined.

Add lines. A add_circle icon adds additional lines to the line-items table. The number of lines added depends on your company's Default lines setting (Tools & settings > Configuration > Company > General).

Amount. The extended (line) total, calculated by the item's Quantity x the Unit price.

Assigned to. An optional field that allows you to select from a dropdown the user in your company to whom the transaction will be assigned. 

Blanket PO. Check this box to make this a blanket (open-ended) purchase order. The Quantity column is ignored on a blanket purchase order. A blanket purchase order does not close itself. You must close it manually. 

Class. Class assigned to this line item. This field is enabled only if Class tracking is enabled in your QuickBooks connection settings (Tools & settings > Configuration > Connections > QuickBooks).

Clear lines. Adeleteicon in the column header of a table or line-item area clears the content of all line-items in a table, but not the lines themselves. By contrast, adeleteicon in a single line-item row removes both a line and its contents.

Comment. A comment related to this purchase order. The comment is not displayed on the purchase order when printed or emailed unless this field is added to the purchasing form template.

Contract manufacturing. Check this box if the transaction is requesting that the vendor (a third-party manufacturer) produce an item for you. This field merely flags that the purchase order is for contract manufacturing.

Currency. Currency for this transaction. This field is visible only if the Multicurrency feature (Tools & settings > Configuration > Company > Accounting) is enabled. This field reflects the vendor's currency.

Customer. If Enter customer on line items is enabled in the General purchasing settings (Tools & settings > Configuration > Purchasing > General), you can use this field to specify that the item is being purchased for a specific customer rather than for general inventory. This field is ignored on drop-ship purchase orders.

Date. Transaction date with timestamp.

Department. Department for this transaction. This field is enabled only if Department tracking is enabled in your QuickBooks connection settings (Tools & settings > Configuration > Connections > QuickBooks).

Deposit amount. Deposit paid to vendor as a fixed expense of the purchase order. Does not sync to QuickBooks Online.

Deposit %. Deposit paid to vendor as a percentage of the purchase order. Does not sync to QuickBooks Online.

Description. The purchasing description as described in the item definition. If no purchasing description has been specified, SOS will use the sales description.

Drop ship. Check this box if these items will be shipped directly from the vendor to the customer.

Exchange rate. The exchange rate for this transaction. This field is visible only if the Multicurrency feature (Tools & settings > Configuration > Company > Accounting) is enabled. If the vendor's currency is in the European Central Bank (ECB) currency feed and is specified in the vendor definition, SOS will automatically populate the Exchange rate field with the current rate. This rate can be overridden manually. For more information about exchange rates, a list of currencies in the European Central Bank (ECB) feed, and how to get currencies not in the ECB feed, see Multicurrency.

Expected date. Date the items are expected to arrive.

Expected ship. Date the items are expected to ship from the vendor.

Fill. Available for Class, Customer, and Job columns on purchase orders. Use the Fill button to apply to all items on the purchase order the same class, customer, and/or job that you specified in Line 1. 

Item. The item to be purchased. Enter/select the name of an existing item from the dropdown list. New items can also be created within the transaction.

Job. Job to which this line item belongs. This feature is available on the Pro Plan only. To use this feature, the Job tracking setting (Tools & settings > Configuration > Production > Jobs) must be enabled in SOS Inventory.

Multitool. A multifunctional icon in the far-left column of a line item. The Multitool is a convenient feature found on transaction line items and some other tables used in SOS Inventory. The Insert tool (arrow_forward), located in the top left corner of the Multitool, inserts a blank line above the current line item. The Move tool moves and reorders line items by clicking, holding, and dragging thedrag_indicatoricon. The Copy tool (arrow_drop_down_circle) duplicates the data in one line item to the line immediately below it.

Part #. Vendor part number for the item. This is often useful if your vendor requires you to enter their unique part number, and it is different from your own internal part number. This is also helpful if you are using the Drop ship option on the purchase order, along with the Hide item name setting (Tools & settings > Configuration > Inventory > General). 

Purchase order reference #. Reference number that identifies the purchase order. The system will attempt to number the purchase order automatically, according to your Purchase order numbering settings (Configuration > Tools & settings > Purchasing > Purchase orders).

Quantity. The number of item units being purchased.

Received. Number of units that have been received for a line item. Normally, you would not edit this field manually. The system should keep it up to date, updated from item receipts. You can override it, if necessary. Do NOT edit this field when receiving items. 

Refresh exchange rate. When the date of a purchase order is changed, Refresh exchange rate automatically updates the Exchange rate field to the rate for the new transaction date. An automatic update can occur only for a vendor whose currency is in the European Central Bank (ECB) feed. Refresh exchange rate is visible only if the Multicurrency setting (Tools & settings > Configuration > Company > Accounting) is enabled.

Ship method. The shipping carrier.

Shipping address. Address where the goods will be shipped. The default Shipping address is determined by the Default ship-to location for purchase orders setting (Tools & settings > Configuration > Purchasing > Purchase orders) specified by your company. If Drop ship is checked, the Shipping address specified is that of the customer to whom the items will be drop-shipped. 

Signature. An authorized vendor's name, signed with a stylus or finger in the SOS Inventory iOS app. However, the signature on a saved purchase order can be viewed on any device. If the transaction does not have a signature, the purchase order will say No signature. If the purchase order is signed, the Signature column on the list page will say Yes for that transaction record. 

Terms. The established terms of payment to a vendor. 

Tracking number. The carrier tracking number.

Unit price. The expected purchase cost for the item.

UOM. Unit of measure, if set up for the item. Available on Plus and Pro plans.

Update default costs. If on Plus or Pro plan, the Vendor-item catalog is updated if the vendor-item pair exists. If the pair is not in the Vendor-item catalog, but the item has defined units of measure and the UOM is a conversion UOM, the conversion UOM is updated. If neither condition exists, the purchase cost in the item definition is updated as the new default cost.

Vendor. Vendor from whom you are purchasing the items on the purchase order. In addition to the vendor name, SOS Inventory will populate the vendor address, notes, and default terms fields specified in the vendor definition. If using Multicurrency, the vendor's currency will also be added to the purchase order.

Vendor address. The vendor's billing address and contact information for placing an order. This block of fields includes up to five lines for the street address, post office box, attention line, etc., along with City, State/Province, Postal code, Country, Phone and Email fields.

Vendor message. A message to the vendor that will be displayed on the purchase order. This field can be expanded and will display up to 1000 characters. If predefined messages have been defined, you may select a message from the Predefined messages button.

Vendor notes. The internal notes from the vendor definition. Updates to this field will modify the vendor definition.

Vol. The volume of the item as specified in its definition. This field is displayed only if the Show volume on purchasing forms box is checked in the General purchasing settings (Tools & settings > Configuration > Purchasing > General). 

Weight. The weight of the item as specified in its definition. This field is displayed only if the Show volume on purchasing forms box is checked in the General purchasing settings (Tools & settings > Configuration > Purchasing > General).