Purchase Order Fields

Enter the ID code of the vendor (up to 20 alphanumeric characters) for the purchase. If this is a one-time purchase from a vendor you don't want to store on the system, you can leave this box blank. You can look up existing vendors by selecting the Lookup button or entering a ? in the box.

To display a list of existing vendors, type ? in this field, or select the Lookup button. To add a new vendor, type + or double-click the field, which displays the Maintain Vendors window.

Enter the ID code of the customer associated with this purchase order. Once the Once an ID is selected, the customer's default information appears in the Ship To fields.

To display a list of existing customers, type ? in this field, or select the Lookup button. To add a new customer, type + or double-click in this field to display the Maintain Customers/Prospects window.

This defaults as the vendor's name and address. This cannot be changed here; you must use Maintain Vendors to change the vendor's name/address.

This defaults to the primary address listed for your company. You can make changes here that will only affect this purchase.

You can also select the purchase as a drop shipment (direct shipment from the vendor you ordered the items from to the customer you ordered the items for). If you check the Drop ship box, a field for Customer ID will appear above the Ship to address fields. Here, you can select the customer and then select the contact and address for this customer.

The system date defaults here if it falls within the current accounting period. Otherwise, the first day of the current accounting period defaults in this text box.

Enter the date that the order will be good through. You can change this date at any time. This date appears when you print the purchase order. The default for this date is 30 days from the date in the Date field.

Do not enter a PO number if you plan to print the PO. Sage 50 assigns a number at print time.

Select this check box to close this purchase order. You will want to do this if you know you won't receive all of the items.

This is also helpful because of the following:

• If you have items left on a PO, it will appear on the PO tab of Purchase/Receive Inventory until you close the PO.
• Once a PO is closed, it no longer shows up on open PO reports.
• Once you close a PO, it is eligible for purging.

Select the Drop Ship box if this will be a drop shipment (that is, the items will be shipped directly to the customer from your vendor).

Enter a customer sales order number for the transaction if you have one. If this purchase order was auto created from an earlier customer sales order, then this field will be filled in automatically with the appropriate sales order number.

To get more information on this sales order, click the View Related Transactions link on the purchase order that was auto created.

This is the number from the invoice sent by the customer that will cover this vendor purchase.

See a list of transactions that are related to the one you are currently viewing. For instance, if you were viewing a purchase, clicking this link will open the Related Transactions window and it would show you a list with the purchase order and payments that are associated with this purchase.

This is the discount for early payment. It is calculated from information in the Vendors selection of the Maintain menu and the Invoice Total.

Volume or other discounts should be entered as a credit in the distribution list box.

These are the terms of payment associated with the displayed vendor.

You can select the type of method by which the purchase is to be shipped to you. The methods are set up in Inventory Item Defaults.

Enter or select a valid general ledger account to which you want to apply the amount due. This only applies if your company uses the accrual method of accounting. If your company uses the cash-basis method, then you can't enter an A/P account. The default for the field will be the last account entered. If no account has been entered, this field will be blank.

If you apply a purchase order to an invoice, this information comes from the purchase order.

Enter the number of the item being purchased. You must enter a quantity if you entered a stock-type inventory item.

This is the quantity already received on all purchases applied to this purchase order. You can enter this when you edit an existing purchase order.

Enter or select the inventory item that you're purchasing, if applicable. To display a list of existing items, type ? in this field, or select the Lookup button. To add a new item, type + or double-click the field, which displays the Maintain Inventory Items window.

Sage 50 displays the item description entered in Maintain Inventory Items.

• If you entered a Description for Purchases for the item, Sage 50 displays this value.
• If you didn't enter a Description for Purchases, then Sage 50 will display the Description for Sales value.
• If you didn't enter a Description for Purchases or a Description for Sales, then the short description appears.

You can change the description for this line item, if necessary. You enter up to 160 characters.

Enter the General Ledger account number to use for this purchase. For example, if this invoice is from the office supply store, you would enter the office supply expense account ID here. If you enter an item number, the G/L account defaults from the inventory account you entered for the item in the Inventory Items selection of the Maintain menu. If you do not select an inventory item, it defaults to the vendor's default G/L expense account.

To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.

Enter the unit price for the item. The default is the last unit price entered for this item. Sage 50 calculates the number in the Amount field using the Unit Price multiplied by the number you entered in the Quantity field.

Sage 50 calculates this for you by multiplying the Unit Price by the number you entered in the Quantity field.

If you are tracking job cost, select the job ID (if the job uses them) to which this line item applies. To display a list of existing jobs, click the folder button or type ? in this field. Tell me more about selecting job records.

From the Proposals window, you will see only jobs that have a Billing Method of Percent of Proposal or No Progress Billing. Moreover, if you have already billed or partially billed this line item, you will not be able to edit the job information on this line item.

To use job costing to its greatest potential, you should try to assign transactions to the most detailed level of the job possible (which can include job phases and costs codes). (Sage 50 Premium Accounting and higher)

This is the total amount of the purchase order.

The Vendor Balance field in the Purchase Orders, Purchases, and Vendor Credit Memos windows displays the total of all unpaid invoices currently in the vendor ledger as of the system date. Even if you are in a previous accounting period and your system date is today's date, the current balance reflects all unpaid invoices as of today's date.

If you select the arrow button to the right of the vendor balance, the current Vendor Ledgers report for this vendor will appear.