Enter Purchase Orders
Prerequisites
Be sure to visit Group Security -> A/P Security, Purchase Orders section. Some users may only be allowed to complete some of the functions on this page as follows:
Ensure that you have PO Types configured (you need to have at least one defined as you cannot save a PO without a PO Type)
Ensure you have at least one PO Template Setup. The PO Template needs to be linked to the Company setup.
In the Naviga Book side of the system, a quote might be sent out to a vendor for approval / bid prior to actually sending out / awarding the Purchase order. Only a PO that has been sent out can then later be processed as a receipt to be received back in as inventory.
When using Purchase orders with the Naviga Ad System, there isn't a need to have a separate quote process vs PO Process, so this should be turned off for all users.
Requisitions / Quotes
Enter / Edit Quotes
Navigate to A/P Module -> Purchase Orders -> Purchase Orders, or Production Module -> Purchase Orders -> Purchase Orders to access this screen
This section should be disabled for all users, but if you choose to enable it, see Purchase Orders section below as the fields to enter are the same.
Purchase Orders
Enter / Edit P.O.'s
P.O. Settings
To review/edit an existing P.O., enter the P.O. number in the P.O. number field or click the magnifying glass to search for one.
To Create a new P.O., click the New Button
To Copy an existing P.O., click the Copy Button. A popup will appear where the user can enter a P.O. number to use to copy from, and then select the status to use. Options under status include: Requisition/Quote, Requires Approval, and Approved. (One or more of the options may not be selectable depending upon the users Group Security as noted above).
P.O. Type - select a PO Type here. Options on this list will depend upon what is setup in Purchase Order Type Setup
Vendor ID - Select the desired vendor here. Can search by ID or by typing the vendor's name/partial name here and the system will search for that vendor. If the vendor does not yet exist, go to Vendors -> Vendor Maintenance first to create the vendor and then come back to this screen to create the P.O.
Vendor Name & Address - this will be read only and display based on what is set up on the vendor.
Vendor Reference No. - if the vendor has a number they wish to reference related to this job/purchase order, enter the vendor's number here.
Vendor Contact - Vendor Maintenance has an optional default contact for P.O.'s which may auto-populate, or you may select a contact from the dropdown. If no contacts are available, visit Vendor Maintenance to create contact people
Vendor Phone, Extension, Fax & Email - all will populate based on the vendor maintenance setup, or it may manually be entered here
Email when Goods Received - this is an internal system user who will be notified via email when the Receipt of goods process is completed.
P.O. Status - When entering a quote, this will be selected as Requisition/Quote and will not be editable. If entering as a Purchase Order, the user may have other options depending upon their permissions.
P.O. Date - Enter P.O. Date here.
Create Date - Auto-populated with todays date and current time
Created By - Auto-populated with the user's name who is creating the P.O.
P.O. Total - sum of all the Line Items in the P.O.
Non-Inventory Line Items
At least one Line Item is required to be entered, although there may be several lines here. If this is related to a Production Job, enter the Production Job ID here. It is OK to leave the job ID blank and just enter a description and select the Class ID from the dropdown.
Enter the expected date for the line item and the rate and quantity. The Rate x Quantity will be added to the P.O. Total in the P.O. Settings section.
Description, Class, and Expected date are all required in these line items.
Internal Notes / Notes to Print On the Purchase Order
Two Notes sections are included for the user to enter notes. Internal Notes are meant for internal use. The Notes to Include on Purchase Order will likely be included on the Printed/emailed purchase order form template.
The Notes for the Printed Purchase order can include one or multiple standard comments chosen from a dropdown below the comment field, and can be supplemented with free-format notes.
Approve P.O.'s
Authorized users are permitted to Approve P.O.'s on this screen:
Only Approved P.O.'s may be sent in the next step.
Select P.O.'s to Send
Use desired selection criteria at the top to filter results or leave blank to display all P.O.'s which have not already been sent. Select P.O.'s to send and click Print/Send Selected. Those with a vendor email in the results grid will receive an emailed Purchase Order. If there isn't an email below, the user should navigate to the next node (Printed P.O.'s) and print the pdfs to send to the vendor
Printed P.O.'s
The Printed P.O.'s screen shows batches of P.O.'s available to be printed
Click on the View PDF Icon and the batch will be opened for printing. Click the Batch ID to see a list of P.O.'s which can then be individually sent
Regenerate P.O.'s
P.O.'s that were already sent, can be regenerated if the P.O. has been edited. User clicks the desired box on the right column for which P.O.(s) they wish to regenerate and then clicks the box at the bottom for Regenerate selected. Filters are available at the top to narrow down the search
Receipts
Receipts are really more a part of the Naviga Book system than the Ad system. Marking P.O.'s as having been received through the receipts process is how books get entered into Inventory for the book part of the system. For Ad users, this can be skipped for now. I will add steps for using it if I find a good use for it in the Ad/Production side of the system. For now, just skip it.
P.O. Listing
this section provides searches for various types of Purchase Orders
List of Unapproved P.O.'s
Date filters are available at the top if there are a lot of Unapproved P.O.'s needing to be filtered. Otherwise this provides a list of all POs that are pending approval. User can click on the ID to open the P.O. for editing.
List of Approved P.O.'s
Date filters are available at the top if there are a lot of P.O.'s needing to be filtered. Otherwise this provides a list of all P.O.s that have been approved. User can click on the ID to open the P.O.. for editing.
List of Closed P.O.'s
A P.O. is marked as closed when it has been fully received by the Receipt process. For Digital First ad users, this report will be blank
Custom List of P.O.'s
This report will display a mix of P.O.'s in various statuses - quotes, approved, submitted, etc. User can filter by dates, vendor(s), P.O. Types, Statuses, and Job ID (if linked to a Production Job)
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