A/P Purchase Orders are available to create expense Purchase Orders to directly import into Accounts Payable Bills or Quick Checks. Additionally, a vehicle may be selected from the existing vehicle list to help track expenses by vehicle. A/P Purchase Orders can be auto-numbered by location or manually numbered. Import PO is available on the Add/Edit Bills and Quick Check screens. An A/P Purchase Order Summary report and Vehicle Expense report are available in the Accounts Payable reports.
AP Purchase Order
Go to A/P / AP Purchase Orders.
- Vendor – Select the vendor for the Purchase Order. Check the Favorite Vendors option to only display Vendors set up at Hub / Setup / Favorite Vendors.
- PO Date – Enter the date to print on the Purchase Order.
- Description – A description may optionally be entered.
- PO # – A number may automatically populate in this area if the auto-numbering preference is selected for A/P Purchase Orders at Setup / Locations on the Preferences tab. If the auto-numbering option is not selected, enter a Purchase Order number in this area.
- Notes – Optionally enter notes for this Purchase Order.
- PO Details Grid – Select the appropriate G/L Account for the products being purchased and enter the $ Amount and a Comment for each general ledger account selected. Part Number, Unit Price, Quantity, and Vehicle ID are all optional entries. If a vehicle is being entered, double- click in the Vehicle ID column and select from the Select Vehicles list.
- Discount – If the vendor offers discounts on the purchase, after entering the information in the PO Details grid, choose Terms. Use either a predefined payment terms option or enter it directly. Flat or graduated discount offerings (up to five levels) may be entered. If the vendor has a standard discount structure, it may be set up at Hub / Setup / Payment Terms and then set on the vendor’s file at Accounting / File / Open / Vendor on the Profile tab.
- Predefined Split – In order to use this, the splits must be defined at Setup / G/L / G/L Splits.
- Split ID – Choose from the list of predefined splits.
- Amount – Enter the total amount to be divided between the accounts named in the split.
- Acct ID – This is used only if using the Wild Card option of the Split Out feature. Enter a complete valid account and the corresponding group of related accounts will be split according to the predefined split. For example, enter 61* in the Acct ID and all 6100 accounts will be split out according to the selected Split ID arrangement.
Edit AP PO
When editing an AP PO, it is possible to add or remove GL Accounts on a single row, add or edit Vehicles, and add additional detail rows.
Note: The AP PO cannot be edited if it has been imported into an AP Bill or if it has been declined in the AP PO Approver process. If this AP PO meets the criteria for the approval process, any edits to it will start the process over again to have the AP PO approved.
Post AP PO
Estimates from A/P Purchase Orders may be posted to be valued in the financials at the end of the month. The entries created by this utility (A/P / Post AP Purchase Orders) are journal entries that post into the current month, and then reverse in the following month.
