invent!ory ULTRA 2013 Help		Index
Adding a New Purchase Order
There are a lot of bells and whistles on this form and, at first blush, it looks intimidating, but adding a new PO is really quite easy. First, you simply fill in the fields that uniquely identify the PO itself (PO #, Date, Bill/Ship record, optional terms fields) then you input the PO LINES to order.
PO IDENTIFIER FIELDS
These fields are: · PO # · PO DATE · BILL/SHIP ADDRESSES · OPTIONAL TERM fields First, the PO# and DATE fields are already filled in for you. The default PO for a new PO is the next consecutive PO #. ULTRA keeps track of the sequence so you don’t have to remember the last number. For an out-of-sequence PO #, just type it in.The default PO Date is Today's date, which you may override by typing in another date
Next, you need to choose the PO Vendor Number from whom you are ordering the merchandise. Enter the vendor number directly and hit ENTER, or select the vendor from the dropdown list box.
Then choose the BILL/SHIP TO address record you want from the list box. These addresses tell the vendor where to send the goods and invoice. The BILL/SHIP addresses must be setup beforehand using Main Menu|Purchase Orders|BILL/SHIP: Add
Finally, these OPTIONAL TERMS fields let you specify additional terms to the order.
ENTERING THE PO LINES TO ORDER
Next, you specify the what you want to order. To do this, you must select the TYPE OF PO LINE you wish to add from the PO LINE SELECTOR (below). There are three options shown here and, after you select one of them, you will enter the PO LINE information in the gray PO LINE INPUT AREA (below).
Option 1: ADD A “STOCKED ITEM” PO LINE 1. Fetch the “stocked” Supply Item you wish to order from the dropdown List box. 2. Fill in the Quantity and Price. * 3. Hit “Add PO Line” button 4. The PO Line appears in the grid (below). * Note: The system automatically enters the Lot of “8-Pak” and suggests a Price of 5.94 based on the last price on file for the item.
This option requires no “fetch” since the item is not stocked. Notice the different look for the PO LINE INPUT AREA (below).
Option 2: ADD A “NON-STOCKED ITEM” PO LINE 1. You simply input the item’s quantity, description, lot, and price. 2. Stock Number field is stamped with “NONSTOCKED” which you can change if you wish but we don’t recommend it. 3. Hit “Add PO Line” button 4. The PO Line appears in the grid (below).
Suppose you don't want to order anything but still want to show additional information about the order to the vendor. A Text-Only PO Line is the way to do this. Type in your text (80 chars max) in the box (below).
Option 3: ADD A “TEXT-ONLY” PO LINE
Here’s how the 80-character PO LINE looks in the actual printed PO.
To add the PO, click the “ADD PO” button.
PO Print Preview After you click ADD PO, the PO Preview window (left) "pops up" to let you print out the new PO. ß Select the desired format ß Then click the Print button The formatted PO appears in the Crystal Report View/Print window (right).	Crystal Report command buttons: Along the bottom of the screen you will find these functions. Print: Enlarge Send as Email Print- File
When you click “EXIT” in PO PRINT PREVIEW, the Add New PO screen is cleared and the PO # is incremented by one to let you add your next PO.
Copyright 2017, Koehler Software, Inc.