Purchase Order from Contract

1.   Create the contract, (Quote, Reservation, Open, Closed) select the items you would like to have a Purchase Order created. This can be done for both rental and sales items on a contract.

2.   Hold down the CTRL button and then click with your mouse on the item to select the line items. Right click with you mouse, this will populate a box for you to select Create Purchase Order for selected items.

* Note – Items being selected should have vendors assigned to them from the item record.

    *Note: If any of the three preferred vendors has a pending PO, display all the PO's. The counter personnel can select any of those PO's to add this item. IF they click cancel, they will then get a list of the preferred vendors for this item. The counter personnel can then select which vendor to sue for the new PO.

When selecting Create Purchase Order for selected items, you will see the following message. If there is a Purchase Order already created for this vendor, then you will be asked if you want to add this to the current Purchase Order. Select Yes to update

A list of Purchase Orders for this vendor will appear. You can select which purchase order you would like to add the items to.

Once you select the Purchase Order number, the items will be updated and a message will prompt be letting you know the selected Purchase Order has been updated with the new items.

No Vendor Selected

1.  If there is no vendor associated to the line item, when you select Create Purchase Order for selected items you will be prompt to select a vendor from the vendor look up screen, also select whether you want to expense out the items on the contract. A new purchase order will be created for the first line item on the contract.

If there are more than one item on the contract, then you will be asked to select a vendor for the additional items, if you select the same vendor or any vendor that currently has Purchase Orders, you will be prompted a message that the vendor has pending PO’s. Do you want to add to the existing PO?

Select yes, you will be shown a list of vendors Purchase Orders. Select the Purchase Order you would like to add the item to. Once the Purchase Order is selected, you will receive a message that the pending Purchase Order has been updated.

If there is a case quantity for the item, the purchase order will be created with the case quantity.  However, there will also be a line item note on the purchase order indicating how many are needed for the contract.

Different Vendors

If you have multiple items on your contract and each item has a different vendor.

1. If the vendor already has Purchase Orders open, you will be asked to add to the existing Purchase Order.  Once you select the Purchase Order to add the items too, a message will prompt to let you know the items have been updated.

2. For the second line item, if it is a different vendor, it will ask you to select a vendor from the vendors list:

a. If the vendor has open Purchase Orders already you will be prompted to select what Purchase Order to add the items. Once Purchase Order is selected, you will be prompted a message that the Purchase Order has been updated.

b. If there are no existing Purchaser Orders, it will create one for you, prompting you to select a vendor form the vendors list. Once the vendor is selected, you will be prompted a message that the pending Purchase Order was added.