Purchase Orders

The Purchase Orders program maintains a purchase order file containing vendor, shipping and date information, variable lines of description and price data and, if applicable, general ledger account numbers and encumbered amounts. The program interfaces with the accounts payable vendor file, general ledger budgets, job cost estimates and inventory orders.

A standard purchase order file is also maintained for purchase orders that are issued to vendors on a recurring basis.

Purchase orders entered into the system may be changed or deleted prior to posting. The posting process records encumbrances to general ledger, encumbrances to jobs and on-order entries in inventory. The purchase order remains open until it is either closed upon receipt of invoice(s) or canceled. Unencumbrance transactions and inventory receipts are created during invoice processing in the accounts payable program. Distribution allows for expensed and unencumbered amounts to differ.

Closed purchase orders and canceled purchase orders may be left on file for inquiry purposes and cleared by date when wanted.

Journals printed from the purchase order file include an input audit journal, an open purchase order journal, a closed purchase order journal, and a canceled purchase order journal. Purchase order forms are printed automatically for those not designated as hand written.