Purchase Orders
Forms
Purchase Orders
OVERVIEW: This form is used to send and view all Purchase Orders, and Receive orders. Users have the choice to Search for Purchase Orders under the All Unsent, In Progress, Authorized, Unauthorized, Receiving, or All Purchase Orders tab.
Purchase Orders
ADD: Click on the New Purchase Order button, or click on the Requests Products button to create a Product Request that includes a Purchase Order.
EDIT: Double-click on an Purchase Order to open the Purchase Order Details form.
DELETE: Right-click on an entry and select Delete from the context menu.
Description
Purchase Order Workflow
Purchase Order Status Filters
View various lists of Purchase Orders, filtered based on their Status.
The list of Statuses is administered in the Purchase Order Statuses form.
Draft: The Purchase Order has been created, but has not yet been sent for Authorization.
Authorization: The Purchase Order has 3 statuses - Authorized, Partially Authorized, Unauthorized.
Processed: The Purchase Order has not been Authorized.
Received: The Purchase Order has been Received, but the Invoice has not yet been marked as Paid.
Closed: The Purchase Order has been Received and the Invoice has been marked as Paid, Cancelled or Rejected.
All: A list of all Purchase Orders, no matter their status.
Logo
Displays the Supplier's company logo.
Supplier
Displays the Supplier of the Purchase Order.
A red font flags that the Employee who ordered the Products indicated that it was urgent.
Suppliers are administered in the Suppliers form.
The Urgent flag is set in the Invoice Details form, under the Ordered Products tab.
Projects
The Project that is linked to the Purchase Order.
Production Projects are administered in the Manage Production Projects form.
Engineering Projects are administered in the Manage Projects form.
PO#
Displays the Purchase Order number assigned to the record.
Shipping Address
Displays the Shipping Address to which the order will be delivered.
Addresses are administered in the Manage Addresses form.
Authorized
Displays the number of items in the Purchase Order that have been authorized.
Partial
Displays the number of items in the Purchase Order that have been partially authorized.
Unauthorized
Displays the number of items in the Purchase Order that have been not been authorized.
Pending
Displays the number of items in the Purchase Order that are pending authorization
Received
Displays the number of Products in the Purchase Order that have been received.
Total
Displays the total amount of the Purchase Order, before taxes and discounts, if applicable.
Payable
Displays the total amount of the Purchase Order before taxes and discounts, if applicable.
PO Status
Displays the Status of the Purchase Order. Statuses are administered in the Purchase Order Statuses form.
Prepared By
Displays the name of the person who prepared the Purchase Order.
Authorized By
Displays the name of the person who has authorized the Purchase Order.
Processed By
Displays the name of the person who has processed the Purchase Order.
* Additional Columns
Certain tabs contain additional columns with specific details
- PO Status (under multiple tabs): Displays the Status of the Purchase Order. Statuses are administered in the Purchase Order Statuses form.
- Date Ordered (under the Sent and Receiving tabs): Date on which the Purchase Order was sent to the Supplier.
- Requested Deliver Date (under the Sent and Receiving tabs): Date by which the Order is requested to be received.
- Returned (under both Received tabs): Number of ordered items that were returned to the Supplier.
- Returned Total (under both Received tabs): Amount deducted from the Purchase Order Total for returned items.
- Paid To Date (under the Received - Not Paid tab): Amount that has been paid toward the Purchase Order Total.
- Balance (under both Received tabs): Amount remaining to be paid toward the Purchase Order Total.
Request Products
From the Draft tab, clicking this button will open the Request Products form.
New Purchase Order
From the Draft tab, clicking on the button will open the New Purchase Order form.
See the Purchase Order Details section for detailed instructions on how to navigate this form.
Purchase Orders Details
Purchase Order Details
Description
PO No.
Displays the Purchase Order number assigned to the order.
Vendor
Displays a list of Vendors.
Supplier
Displays a list of Suppliers.
IMPORTANT: Only Active Suppliers will appears in this list.
Suppliers are administered in the Suppliers form.
Contact
Lists all Contacts for the specified Vendor.
Ship. Address
Displays a list of Shipping Addresses.
Inv. Address
Address where the Purchase Order Invoice will be sent.
Inv. Address
Displays a list of Invoicing Addresses.
External Ref. #
Displays the Purchase Order number assigned to the order.
Quotation No.
This field is an open text field that can be used to add more detail to the Purchase Order.
Terms
This field is an open text field that can be used to add more detail to the Purchase Order.
Pay. Type
Deliver Date
Displays the required deliver date of the Purchase Order.
Currency
FOB
This field is an open text field that can be used to add more detail to the Purchase Order.
VIA
This field is an open text field that can be used to add more detail to the Purchase Order.
Transporter
Displays a list of Methods of Transportation.
Status
Notes
Displays notes to the Supplier.
Tax1
Displays the description and % of tax that will be applied to the Purchase Order, if applicable.
Tax2
Displays the description and % of tax of a second tax that will be applied to the Purchase Order, if applicable.
Disc.
Displays a Discount % that will be applied to the Purchase.
Mult.
When checked, the Tax2 amount is applied to the Tax1 amount.
Products
PO Payments
Received Products
Unreceived Products
E-Documents
Assets
View Quote
Clicking on this button will open the Purchase Order Report in a separate window.
View PO
Clicking on this button will open the Purchase Order Report in a separate window.
Authorize Purchase Orders
OVERVIEW: This form is used to authorize orders that exceed the specified Responsibility Center's limits.
Authorize Purchase Orders
Description
Purchase Order Authorizer Filters
Logo
Supplier
PO#
Shipping Address
Authorized
Partial
Unauthorized
Pending
Total
Authorize Product Requests
Description
Product Request Status Filters
Unauthorized:
Pending:
Canceled:
Authorized (Unsent): List of Product Requests that were authorized by the Employee, and did not require secondary authorization.
This capability is defined in each Employee Details form, where a PR Authorization Limit is set.
All Statuses: List of all Product Requests, no matter the status.
Substitute Orders: When an employee is set as another Employee's substitute, they are permitted to authorize Product Requests from another's Employees.
A list of these Product Requests will appear under this tab.
Authorize Any Purchase Order - Administer
Authorize Any Purchase Order
EDIT: Double-click on a Purchase Order to open the Purchase Order Authorization Details form, which is a read-only version of the Purchase Order Details form. A button within this form will allow users with the proper permissions to Authorize PO and Send.
Description
Logo
Corporate logo, or similar image, that represents the Product Supplier.
Supplier
Name of the Company that is a Supplier for the requested Products.
Suppliers are administered in the Suppliers form.
PO#
Purchase Order (PO) number
This number is automatically assigned by VimBiz when a new Purchase Order is created.
Shipping Address
Address where ordered Products will be shipped.
Addresses are administered in the Manage Addresses form.
Authorized
Displays the number of Products that have been authorized for purchase.
Partial
Displays the number of Products that have been partially authorized for purchase.
Unauthorized
Displays the number of Products that have not been authorized for purchase.
Pending
Displays the number of Products for which purchase authorization is pending.
Total
The total cost of all Products to be purchased.
Purchase Order Statuses - Administer
Purchase Order Statuses
ADD: Click on the New Purchase Order Status button, or right-click and select New Purchase Order Status from the context menu.
EDIT: Double-click on the entry.
DELETE: Right-click and select Delete from the context menu.
Description
Image
Image that visually represents the purchase order status
Name
English name of the Purchase Order Status
New Purchase Order Status
As described above, insert an image and a name for the new Purchase Order Status
Purchase Order Authorizers - Administer
Purchase Order Authorizers
ADD: Click on the New Purchase Order Authorizer button, or right-click and select New Purchase Order Authorizer from the context menu.
DELETE: Right-click and select Delete from the context menu.
Description
Employee
Name of Employee who has been designated the Purchase Order Authorizer.
Employees are administered in the Manage Employees form.
Order Num
Order in which the Employee will appear in a drop-down box within various VimBiz forms and reports.
EDIT: Double-click on a cell and enter a different number.
Limit
Amount up to which the Authorizer can approve Purchase Orders.
EDIT: Double-click on a cell and enter a different amount.
New Purchase Order Authorizer
Click on this button to create a Purchase Order Authorizer.
Purchase Order Authorizer Details
Employee: select an Employee from the drop-down list.
Employees are administered in the Manage Employees form.
Click on the 
button to see their Employee Details.
Click on the 
button to find another employee.
Order Num: Enter a number to define where the Employee will appear in a list of Authorizers.
Limit: Enter a dollar amount up to which the Employee can authorize Purchase Orders.
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