Available in Sage 50 Premium Accounting and higher.
First, you use the Select for Purchase Orders--Filter Selection window to filter inventory items based on a number of criteria such as item ID, preferred vendor, and stock status. Once you make these selections and click OK, the Select for Purchase Orders window appears with a list of all items that match the selection criteria you set. From this list, you choose the items you want to turn into purchase orders, which you can then print and/or email to the appropriate vendors.
If you'd like to review a hard copy of all the items that will be included on purchase orders as well as the total number of POs to be created and total cost of all items on those orders, select Preview from the drop-down menu of options on the Print button to print the Select for Purchase Orders Preview report.
The Select for Purchase Orders option is a two-part process:
- You select those inventory items that you want to appear on purchase orders. You do this in the Select for Purchase Orders--Filter Selection window.
- Once you finish selecting items and click OK, the Select for Purchase Orders window appears, listing all items for which purchase orders can be created, based on your selection criteria. The next order of business is to choose which purchase orders you want to create to send to your vendors.
If you want to see how the purchase order or orders created on this window will look when they are printed, you can preview them beforehand.
If you want to create a purchase order for a single vendor, you can do so quickly and easily in the Purchase Orders window.
PO Date: By default, the As of date chosen in the Select for Purchase Orders - Filter Selection window appears here. If desired, you can change the date for the purchase orders you are about to create here.
Quantity As Of Date: This field also displays the As of date chosen in the Select for Purchase Orders - Filter Selection window. The Quantity As Of Date is the date you have chosen by which to calculate the quantity of items available or quantity of items on hand. Unlike the PO Date, this date is for reference only; you can't change it.
Order: Check the box if you want to create a purchase order for this item.
Vendor: The name of the preferred vendor for the item (from Maintain Inventory Items). You can edit this field as needed.
Item ID: The item ID for the item (from Maintain Inventory Items).
Description: The description of the item (from Maintain Inventory Items). You can edit this field as needed.
Available: The current quantity available of the item.
On Hand: The current quantity on hand of the item.
Order Qty: The reorder quantity for the item (from Maintain Inventory Items).You can edit this field as needed.
U/M: The stocking unit of measure of the item (this comes from the Item Multi-Packs window). You can edit this field as needed. (Sage 50 Quantum Accounting)
Unit Price: The last unit cost associated with the item. You can edit this field as needed.
Amount: The order amount for the item, which is the quantity to order multiplied by the unit price. You can edit this field as needed.
GL Account: For stock and assembly items, this is the GL purchase account for the item. For most non-stock, labor, and service items, this will be the GL Salary and Wages Account (from Maintain Inventory Items). You can edit the field as needed.
Job: Enter the customer job/phase/cost code ID associated with the item.
Quantity on SOs/Proposals: The number of units of the item committed on sales orders and accepted proposals.
Note: Proposals must be accepted before they will be considered during the Select for Purchase Order routine.
Quantity on POs: The number of units of the item committed on purchase orders.
Note: You can sort the items that appear in the grid according to any of the fields in the grid. To sort the items by one of the fields, click the appropriate button at the top of the column. For example, to sort items by ID, click the Item ID button. Clicking the button once sorts the items in ascending order, and clicking again sorts them in descending order.
Total Amount: This is the total dollar amount of all purchase orders created from all items listed in the window.
Number of POs: This is the total number of purchase orders created for the items listed in the window.