MAINTENANCE OF PURCHASE ORDER

MAINTAINING THE PURCHASE ORDER

How to make purchase order:

In this you have to maintain the order for your purchases which you wrote for your vendor whom you are going to purchase the inventory, this will help you to maintain your records through which you will aware of the check and balance of your business transactions. In this purchase order you will mention all of the requirements regarding to the inventory which you are going to purchase this will all help the vendors too by seeing the requirements of your purchases, and through this the vendor will send you the inventory according to your demands and conditions which you mention in this order.

Now let’s see that how we maintain this purchase order in Peachtree, for this you will first open your company in this software.

From below window you will now see the new key which is not used before, and that key or you can say button is the “NAVIGATION AIDS”. This one key will give you all those things or accounts which you open from the “maintain” tab which is present in your above toolbar. So we can say that this is the shortest key for “maintain”, as you have to maintain the purchase order for your vendor you will click on this and the option for purchase order will be seen there. Before going ahead the one more thing which is necessary to tell is that you have one more option to open the purchase order and that option is available in your toolbar with the name “task”. But first we will see this procedure by “navigation aids”, so for that you will click on it.

The below window will open in front of you when you click on “navigation key” , here you can see the all of those things which you can also open from the maintain tab which is at the top of your window, from here you can maintain your all accounts directly from this window you can maintain like vendors account, customer account, purchase order account etc. But here something which is important to know is that this “navigation key” firstly have to choose from the toolbar to show it in your main window otherwise this key will not be shown on the bottom of your screen. So in this way we have come to know that to make orders or any other accounts then we have three choices the first one is to maintain it from the “maintain tab” the second one is from the icons which is shown below between the middle of window and the last and the third one is explained in the next point:           

            

The below window is of purchase order which is now filled by you as your inventory require according to the conditions or according to the requirement of this window to be filled. At the top left side of the purchase order is “Vendor ID” where we will enter the ID of the Vendor, here we will enter the vendors account and gave him a unique ID. The most left red highlighted circle shows you a “Remit To” in which name of the vendor and address of the vendor is shown automatically on selecting a specific vendor. In centre one more red circle in which you will see “Ship to” here the address of our company or the address where these goods have to be send are shown. This is the address where we want to receive the goods.

You can see on the most right side where a circle is shown in which two dates are mentioned. First “date” is the date when purchase order was created and “Good Thru” is the date when we want to receive the goods. In “PO No” we write the purchase order number which is very much important. “Close PO” is the option which is used to close the purchase order. By selecting this, purchase order is closed, like if the order is not fully received yet then we click on “close Po” which shows that some items are missing from the order and have not received yet. On selecting “Drop Ship” the goods which are not received yet will be cancelled. So to cancel the receiving if remaining items we can select this option of “Drop Ship”. Then we associate the account payable account in “A/P Account” field by entering the ID of account payable as mentioned in chart of accounts. Then in “Quantity” we enter the quantity required, in “Item” we enter the ID of those required items, in “description” automatically the description of the entered item ID will be displayed, in “G/L Account” we enter the ID of the inventory account, in “Unit price” the price of that required item is entered, in “Amount” automatically the total amount for that specific item is calculated. After doing all this we click on “save” so that all these changing’s and making of purchase order can be saved automatically.