Learn how to enter Purchase Orders in Sage 100 with Sage 100 training classes from Accounting Business Solutions by JCS!

Entering Purchase Orders

Automatically Generate Purchase Orders

You can automatically generate purchase orders based on reorder information in Inventory Management or on entered sales orders

• Primary Vendors must have been assigned to Items

• Use Auto Reorder Selection on the Main menu to generate purchase orders for items whose on-hand quantities are at or below the reorder point defined in Inventory.
• After Creation they can be maintained in PO Entry.
• Vendor price structures defined in PO Setup will notbe taken into account.

• Use Auto Generate Orders Selection on the Main menu to generate purchase orders for a selected group of sales orders.
• You can combine all requests for an item into a single line on the order if you are summarizing; however, the report displays each request for the item.
• You choose during the selection process, how purchase quantities are to be calculated.
• You will be prompted for the next PO number.
• After Creation they can be maintained in PO Entry.

Reports for Determining What to Order

• Inventory Stock Status Report: Use the Inventory Stock Status Report to view current stock levels, pending purchase orders, and pending back orders for all or a selected range of items. In addition, the quantity available for sale is provided as of the current date. It includes the reorder point and the average cost.
• Inventory Reorder Report: Use the Inventory Reorder Report to view a recommended reorder quantity for each item based on the settings in Inventory Maintenance. The report also provides the current on-hand, purchase order, sales order, and back order quantities for each item.
• Inventory Turnover Report: Use the Inventory Turnover Report to evaluate inventory item turnover. This report is helpful in determining stock levels and reordering settings for items. Information is displayed by item, warehouse, and inventory totals.
• SO Back Order Report: The Back Order Report details all back orders on file by item or by customer. Information for each back order listed includes the order number and date, the ship date, and the customer number and name.
• SO Daily Drop Ship Report: The Daily Drop Ship Report on the Sales Order Main menu itemizes all inventory items, miscellaneous charges, or special items to drop ship directly to the customer by the vendor. If Purchase Order is installed, you can create purchase orders based on sales orders containing drop ship items.
  • Only line items designated on the sales order to drop ship are displayed.
  • After printing the report, you have the option of clearing the daily drop ship information.

Purchase Orders Types

• Standard Order
• Master Order
• Repeating Order
• Drop Ship
• Material Requisition

Purchase Orders Entry – Default Values

You can save default values for just the current purchase order entry session or for future sessions as well. Values saved for future session are stored by user logon or workstation.

Purchase Orders Entry – Header

• Can add on the fly vendors.
• Can elect to track Use Tax for purchases, but tax amounts cannot be added to the Item cost.
• Order Status

– New: This is the default status assigned to a purchase order when entered. The status is automatically updated to the status of Open when it is printed.

– Change: This status is used to make modifications to existing purchase orders or back orders for which a change order is required by the vendor. You can print change orders when printing purchase orders.

– Open: This status is normally entered during the process of converting from another accounting system for orders not received or invoiced; however, you can assign the status of Open at anytime, whether the order is printed or not.

– Completed: After a purchase order is fully received and invoiced (if the Post A/P Invoice check box is selected in Purchase Order Options), a status of Completed is assigned to it automatically and the purchase order is then unavailable for change. Completed purchase orders are purged during period-end processing depending on settings in Purchase Order Options.

– Back Order: If lines are added or the ordered quantity is changed while receiving the order, the status of Back Order is assigned to the order.

Purchase Orders Entry – Address

Purchase Orders Entry – Lines

• Virtually unlimited number of lines
• Qty. on PO field in Inventory is updated after Inventory items are accepted.
• Misc. items and comment codes are selected by using a forward slash (/) prefix.
• Special Items are enter by using an asterisk (*) prefix.
• Additional line options and fields
• Item Inquiries (quantity, vendor price, reorder data, item status, alternates, memos
• Job Integration

Purchase Orders Entry – Totals

• Tax Detail button
• Prepaid Freight is used for Allocation to item cost, but does not affect PO totals.

• Vendor button
• Quick Print

Drop Ship Orders

• Drop Ship orders do not affect inventory.
• When closed using Receipt of Invoice Entry, invoice is used for delivery confirmation.
• When PO Receipt of Invoice is processed, special item cost is debited and A/P is credited.
• When SO Invoice is processed, A/R is debited and special item sales is credited.
• Tie to Sales Order Number

Repeating Orders

• Use as template for routine standard orders.
• Qty. on PO field in Inventory is not updated when original Repeating Order is created.
• Copy to Use.
• Cumulative quantities are tracked.
• Original order quantity is defaulted for new order based on Repeating Order.
• Expiration

Master Orders

• Contract Order.
• Qty. on PO field in Inventory is not updated when original Master Order is created.
• Copy to Use.
• Cumulative quantities ordered and received are tracked on the Master Order.
• Quantity remaining is defaulted for new order based on Master Orders.
• Expiration

Printing Purchase Orders

Period-end processing in Sage 100cloud Purchase Order

This time of year, period-end processing in Sage 100 is a useful feature to know. Learn how to use period-end processing in Sage 100 with the Sage 100 Purchase Order training class from Accounting Business Solutions by JCS today!

Utilities & Period-End Processing

• Period-End Report Selection
• Period-End Processing
  • • The following actions are performed when the period is closed:
      • Prompts the user to print the monthly reports
      • Clears period-to-date quantity and purchase history for miscellaneous charge codes
      • Removes completed purchase orders and master and repeating orders with expiration dates before the period-ending date.
      • Increments the current period in Purchase Order Options.
      • If the Purge Purchase Order Recap at Period End check box is selected in Purchase Order Options, all completed and cancelled purchase orders are removed from the recap.
      • If you selected Until Period End at the Retain Receipt History field in Purchase Order Options, receipt history is purged automatically for completed purchase orders

Purge Tasks

There are six purge tasks available on the Utilities menu, which can be used anytime during the accounting cycle. With the exception of the Purge Purchase Order Receipt History task, you can define a date to use when purging history.

Note: Always back up your data before performing a purge.

Purge Completed Purchase Orders

• Removes all orders completed based on the Purchase Order accounting date, the date completed, and the number of days entered at the Number of Days to Retain Completed PO field in Purchase Order Options.
• You can use this task to provide additional disk space before the regular period end processing.

Purge Expired Master/Repeating Orders

• Removes master and repeating orders with expiration dates before the accounting date.
• Automatically occurs during period-end processing.

Purge Completed or Cancelled PO Recap

• Removes data for orders completed or cancelled on or prior to the accounting date for which there is no receipt history.
• If the Purge PO Recap at Period End check box is selected in Purchase Order Options, this task is automatically run at period-end.
  • This does not purge open purchase orders.

Purge Obsolete Purchase Orders

• Removes all obsolete purchase orders whose order date, last receipt, or last invoice are before the date entered, regardless of their status.
• Purging obsolete purchase orders may cause your Purchases Clearing Report not to match with the purchases clearing account in the General Ledger Trial Balance Report.

Purge Purchase Order Receipt History

• Removes receipt history for completed purchase orders.

Purge Purchases History

• Removes history for receipts or postings made on or before a date you select.
• This task is in addition to the functionality performed during the period-end process.

To learn more about period-end processing in Sage 100 Purchase Order, call the Sage 100 experts at Accounting Business Solutions by JCS today at 800-475-1047 or email us at solutions@jcscomputer.com. Our experienced Sage 100 consultants offer Sage 100 training classes, including how to use period-end processing in Sage 100 ERP, Sage 100 Manufacturing, and Sage 100cloud.

Learn how to maintain Sage 100 Purchase Order with Sage 100 training classes from Accounting Business Solutions by JCS!

One of the most attractive features of Sage 100 is its flexibility, and the Sage 100 Purchase Order module is no exception. Sage 100 Purchase Order Maintenance contains a variety of options which can be customize to fit your particular needs.

Ship-To Address Maintenance

Miscellaneous Item Maintenance

• Create Common Information (CI) non-inventory items
• Select Miscellaneous as the item type for non-inventory items that have a unit price or unit cost.
• Select Charge for fixed charges that are applied to an invoice.
• Select Comment as the item type to enter a standard comment. For example, you can enter a comment for warranty information or care instructions.
• Standard Codes M & C

Vendor Price Maintenance

• Create Price Structure based on Vendor ID
• Create Price Structure based on Product Line by Vendor
• Create Price Item Specific Structure by Vendor ID
• Same window as from Vendor Maintenance
• Same window as from Item Maintenance

Landed Cost Type Maintenance

• Methods includes Cost, Weight, Quantity, and Volume.
• Weight or Volume allocate only to inventory items.
• The FRGHT cost type is defined by the system and cannot be delete.
• If the Automatic Update check box is selected, the landed cost amount for this cost type automatically updates based on the freight amount entered for the invoice.

Memo Manager Maintenance

• Assign security roles to where memo’s can be created/viewed

Are you interested in learning how to maintain Sage 100 Purchase Order? Accounting Business Solutions by JCS offers Sage 100 training classes, including how to customize options in Purchase Order in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

Learn how to use Sage 100 Purchase Order Options with Sage 100 training classes from Accounting Business Solutions by JCS!

One of the most attractive features of Sage 100 is its flexibility, and the Sage 100 Purchase Order module is no exception. PO in Sage 100 has a variety of customizable options which range from sales tax reporting and aging options to printing and batch processing options. Continue reading to see the various customizable screens in Sage 100 Purchase Order.

Purchase Order Options – Main

• Retain Complete PO’s & Auto Closing PO’s
• Posting to AP

Purchase Order Options – Additional

• Posting to GL
• GL Accounts (*Special Items Acct. must match Acct. in SO if installed)

Purchase Order Options – Entry

• Batch Processing
• Auto Numbering
• Defaults
• Other

Purchase Order Options – Line Entry

• Landed Costs or Allocated Freight (only works if freight is known at Receipt of Goods)
• Defaults
• Drop Ship Options (auto entry from SO)

Purchase Order Options – Printing

• Register Options
• Backorder Fill Reporting

Purchase Order Options – History

Learning how to set up Sage 100 Purchase Order is crucial to your Sage 100 success. Learn how to set up Sage 100 Purchase Order with the certified Sage 100 consultants at Accounting Business Solutions by JCS.

What’s needed to set up Sage 100 Purchase Order

Before using Purchase Order for a new company, you must complete the Purchase Order system startup process. Before beginning the system startup process, gather the following information:

• Accounts Payable and Inventory Management are set up and operational
• The general ledger chart of accounts
• A list of miscellaneous charges you commonly incur, vendor quantity discount rates available for inventory items, all addresses to which you have orders shipped, and landed cost types you track
• All open purchase orders and back orders are ready to enter
• All receipts, invoices, returns, and materials requisitions as of your last closed accounting period are ready to enter

How to set up Sage 100 Purchase Order

1. Enter the Company Code
2. Enter Accounting Date
3. Complete Inventory Management Setup
4. Complete the Accounts Payable Setup
5. Define Sales Tax Information (if set to track in A/P)
6. Complete the Purchase Order Setup Wizard
7. Define Purchase Order Options
8. Ship-to Address Maintenance
9. Misc. Charge Maintenance
10. Landed Cost Maintenance
11. Vendor Price Level Maintenance
12. Outstanding P/O Entry
13. Daily Processing

Are you interested in learning how to set up Sage 100 Purchase Order? Accounting Business Solutions by JCS offers Sage 100 training classes, including how to set up Purchase Order in Sage 100.  Our experienced, certified professionals offer a full line of Sage 100 support, training, and data repair. Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started with Sage 100 software today!