Entry Forms

The first several menu items related to products and locations are duplicate entry forms from the Inventory module and are provided here for convenience. Click the links below to access documentation on those topics:
Plants
Sizes
Types
Grades
Product Catalog
Divisions, Sources (a.k.a. Sections), Location Segments: see Inventory Locations

Enter a Vendor

  1. Click "Insert."
  2. In the "Vendor" field, enter a code that allows you to easily identify the vendor name (5 characters, alpha-numeric).
  3. Enter mailing address and all contact information that you have.
  4. Select the appropriate AP, Bank, and Terms Discount accounts. These carry over to vouchers created for this vendor.
  5. (Optional) Select your payment terms. This will default to all vouchers created for this vendor.
  6. (Optional) If purchases from this vendor always fall under the same expense account, select a "Usual Expense" account here and save a step when entering a voucher.
  7. For 1099 vendors, complete the following:
      a. (Optional) Enter a 1099 royalty amount. This is informational only. CompuPlants derives 1099 amounts from each voucher or check associated with the vendor.
      b. (Optional) If the vendor is associated with a single 1099 code, you may select one from the drop down list to carry over as a default to vouchers and checks.
      c. Check "Print 1099." This must be checked in order for CompuPlants to include this vendor when generating 1099 records.
  8. (Optional) Enter a default discount percent for purchase orders. Any items marked discountable on the P.O. will receive this discount.
  9. (Optional) Enter any pertinent notes.

With each check made to this vendor, the "Last Paid" fields will automatically show you the amount and date of the last payment.

Enter a Master Purchase Order

Before entering your first purchase order, you may wish to initiate a vendor sequence number. Learn how to do so here.

  1. Click "Insert."
  2. Select a vendor.
  3. (Optional) Enter any pertinent notes (the notes field does not carry over from the vendor master file).
  4. Select a scheduled ship date (required) along with Order, Want, and/or Sell dates, if desired.
      * Supply a want date if, in the future, you want to be able to query purchase orders by this parameter.
  5. (Optional) Record shipping information.
  6. (Optional) Record vendor information.
  7. Click "Save" then "Detail"; or, simply click "Detail" and the record is automatically saved.
  8. Click "Insert" to enter a voucher detail.
  9. In the "For" field, designate this product for salable (S) or growing (G) inventory.
  10. Enter the ordered product and quantity.
  11. Select a confirmed product (required), quantity, and price.
  12. (Optional) Complete any or all of the following:
      a. Check the discount flag, if applicable.
      b. If the product you're buying is different from the product you are adding to your inventory (perhaps it's a size smaller), identify the product number that you want to appear on the purchase order. When entered, the want/confirmed product numbers will be for internal use only.
      c. Select a measure for shipping calculations.
      d. If the want/confirmed product is to be sold as a different product, enter the "Sold As" product.
      e. In Vendor Product, enter the vendor's SKU.
      f. Set aside a quantity for reserve (typically for growing inventory).
      g. For plant purchases, select an applicable location segment, location, plant date, and/or sell date.
      h. Add line item notes.
  13. Click "Save."
  14. Repeat steps 8-13 to enter another voucher detail.
  15. (Optional) Print the purchase order in Documents > Purchase Orders.
Tip: Track the status of purchase orders and analyze your purchase product catalog with Reports & Grids.

Enter a Purchase Receipt

After inspecting the shipment, you may wish to enter a purchase receipt.

  1. Click "Insert."
  2. Enter the original purchase order number.
  3. Enter the vendor ID.
  4. Enter the location where products were received (required), along with optional receiving information.
      * Though required, the received location is not used when posting the receipt to inventory; the location provided on the detail page is used instead.
      * The "Received" flag on the header form must be checked in order for the receipt to post to inventory.
  5. (Optional) Provide shipping and/or vendor information.
  6. Click "Detail" then "Insert."
  7. To ensure that the details entered here match those from the original purchase order, click "Copy Original."
    • All lines from the original purchase order are duplicated. If a product was not included in this shipment, delete the respective line from the detail grid.
    • The "Received" flag on the detail page will automatically be checked.
    • The location field does not copy from the original P.O.
  8. Advance through each line on the receipt:
    • Modify received product/quantity, if necessary.
    • Provide the final location.
    • (Optional) Provide additional inventory and shipping order information (if the original purchase order is linked to a shipping order).
  9. Click "Save."
  10. (Optional) Print the purchase receipt in Documents > Receipts.

Once you've acknowledged receipt, the newly acquired goods are still not included in your salable inventory. The next step is to post the receipt to inventory.

Inquiries

Quickly look up information related to purchase orders:

  • Product by Customer: Lists all shipping/master orders for plants acquired through purchase orders.
      * Similar report: Product on Purchases by Customer Committed
  • Product by Vendor: Lists all purchase orders and receipts with a specified plant.
      * Similar report: Purchase Product by Vendor
  • Purchases & Receipts: View essential details—vendor, original PO, shipping order quantity, order status, and truck number.

Edit a Purchase Order

Entry Forms > Edit Purchase Orders is a quick-change grid that allows you to edit information related to products on an order, such as quantity, price, location, sell date, etc. You cannot add or delete products from this grid, however. To do so, return to the purchase order detail page.

Reports & Grids

These tools support purchase order tracking and analysis.

  • Product Availability: From the Inventory module; duplicated here for convenience.
  • Purchase Order Status Report: Breaks down each P.O. by product into several components: current, received, and pending quantities; catalog price (extended) and total cost; profit margin (dollar amount and percent); and truck units v. % complete truck units.
      * See also: Purchase Order Status Grids
  • Purchase Order List: Narrow search to only purchases or only receipts; view summary information for each purchase order returned.
  • Purchase Product by Vendor: If you've purchased the same product from multiple vendors, this report shows you the catalog price, purchase price, and calculates the profit margin for each vendor.
  • Product on Purchases by Customer Committed: Review all SO/SM orders linked to a purchased product.
  • Purchase Order Review: Review the details of each purchase order.
  • Purchase Product Catalog: A separate catalog of only your purchased inventory.
      • * See also: Purchase Product Catalog Grid.

Processes

Post Receipts to Inventory

Until you post a purchase receipt, the inventory will not be included in your salable inventory. In Allocations > Products, the Purchases column shows how many were purchased and how many have been received (based on the "Received" flag on the receipt detail page). When you're ready, run this command to transfer these quantities to salable inventory. On the purchase receipt header form, the "Received" flag must be checked in order for the receipt to post. Afterward, go to the Payables module to enter a voucher.

Post to Payables

Currently unavailable.

Reverse Receipts to Inventory

Post PO & Receipts to History





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