Basic Purchase Order Creation
The fundamental process begins by accessing the Purchase Order Entry screen through the Purchase Orders module. Navigate to Purchase Orders > PO Transactions > Purchase Order Entry. The system will automatically assign a purchase order number to your new document.
Essential Initial Steps The first requirement is specifying a vendor number for your purchase order. Once entered, you'll notice four main tabs that organize the PO information: Order, Taxes, Optional Fields, and Totals.
Template Usage To streamline the process, you can utilize templates that automatically populate appropriate fields. This feature is particularly useful for recurring purchase orders with similar parameters.
Entering Item Details
Item Selection In the details section, you can enter items using two methods:
- Using the finder tool to search for items
- Directly entering the item number
Once you select an item and press tab, the system automatically populates related columns with the item's details.
Required Information For each item line, you must specify:
- Location field (mandatory)
- Quantity ordered
- Unit cost (if not automatically populated)
- Discount percentage or amount (optional)
- Drop-ship details (if applicable)
Advanced Features and Options
Tax Configuration The taxes tab allows you to review and modify tax-related information for your purchase order. This ensures compliance with tax regulations and accurate calculation of total costs.
Optional Fields The optional fields tab provides additional customization options for your purchase order. These fields can be configured to capture specific information relevant to your organization.
Automatic Purchase Order Creation
Source Options Sage 300 supports automatic PO creation from multiple sources:
- Current requisitions
- Reorder quantities from Inventory Control
- Active sales orders from Order Entry
System Requirements For automatic creation, ensure that:
- Items are marked as active
- Vendors are active in the system
- Locations are valid
- Inventory Control permits items at specified locations
Purchase Order Processing
Date and Number Assignment The system handles several automatic assignments:
- Current session date for each purchase order
- Sequential PO numbers based on specified prefix and numbering rules
Vendor Considerations When creating purchase orders by vendor type, the system organizes items based on vendor assignments in item records. This ensures proper grouping of items under the correct vendors.
Special Scenarios
Hold Status Purchase orders may be placed on hold under certain conditions:
- When created for vendor accounts marked as "on hold" in Accounts Payable
- When generated from requisitions marked as "on hold"
Job-Related Considerations If you're using Project and Job Costing, note that you cannot combine job-related and non-job-related requisitions in the same purchase order. These must be processed separately.
Receipt and Invoice Processing
After creating and posting a purchase order, the process continues with receipt and invoice management:
Receipt Entry Navigate to Purchase Order > PO Transaction > Receipt Entry to record received goods. You can:
- Process full quantity receipts using the "Receive All" button
- Enter partial quantities as needed
- Record specific details about received items
Invoice Processing The final step involves invoice entry, which can be accessed through Purchase Order > PO Transaction > Invoice Entry. The system allows for:
- Processing full or partial quantity invoices
- Automatic population of data from related receipt documents
- Verification of costs and quantities
Best Practices
Documentation Management Maintain clear records by:
- Printing purchase orders immediately after posting
- Reviewing all details before posting
- Verifying tax calculations and totals
Quality Control Before finalizing any purchase order:
- Double-check all entered quantities and costs
- Verify vendor information and delivery details
- Review any special instructions or notes
- Confirm correct tax calculations
Troubleshooting Common Issues
System Validation The system performs various checks to ensure:
- Valid vendor numbers
- Active item status
- Correct location assignments
- Proper tax calculations
Error Prevention To avoid common issues:
- Verify all mandatory fields are completed
- Ensure vendor accounts are active
- Check that items are properly set up in Inventory Control
- Confirm sufficient user permissions
Conclusion
Creating purchase orders in Sage 300 is a structured process that ensures accurate tracking of your organization's purchasing activities. By following these detailed steps and understanding the various features available, you can maintain efficient and accurate purchasing records while leveraging the system's automated capabilities to save time and reduce errors.
Remember that proper training and familiarity with the system will lead to more efficient use of these features. Regular practice with the various functions will help users become more proficient in managing purchase orders within Sage 300.
Citations: [1] https://www.youtube.com/watch?v=sJN34IKV0_s [2] https://help.sage300.com/en-us/2023/classic/Content/Operations/Purchase_Orders/CreatePurchaseOrders/AboutCreatingPOsAutomatically.htm [3] https://help.sage300.com/en-us/2024/classic/Subsystems/PO_2024/Content/Transactions/PurchaseOrders/AboutProcessingPOs.htm [4] https://www.greytrix.com/blogs/sageaccpacerp/2013/02/14/purchase-order-transaction-flow-in-sage-300-erp/ [5] https://www.accountingadvice.co/sage-300-purchase-orders/
