Working with Orders

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There are six command buttons in the upper right corner which handle creating new orders, copying them, saving, etc. Here is a rundown on what each does:


The New button creates a completely new order with all fields except the order date cleared. If you have unsaved changes in another order, you will be prompted to save them first.
The Copy button creates a new PO with all fields filled in just as they are. This is a big time saver if you regularly write similar orders, need to write the same order for many different ship-to addresses, etc. Just create the first one (or select a previously saved order), and copy it!
The Wipe button has the same effect as New, except does not assign a new number.
Preview / Print displays the order as-is in the preview / print form.
The Save button saves all changes to the order you are working on, and also to the vendor and ship-to addresses (if changed or new).
The Help button displays this help file (same as pressing the F1 key).
Across the top of the screen are three "status" choice controls:


Requisition simply makes it so the order says "REQUISITION" on it and Purchase Order makes it say "PURCHASE ORDER" (the default). This is useful if your organization has several people who create orders, but only one person authorized to release them. For example, a project manager might put together orders for all the things he needs, saving them as requisitions, and let the purchasing agent know. Then the purchasing agent can simply set the order list to only display requisitions, and process them easily. 

Mark orders as Partly Received if only some of the items on the order have come in. This is simply to remind you to follow up on the remainder of the order.

The Mark Received check box is useful for tagging orders which have been received, and no longer need to be visible for normal operations. Save with this box checked and these items can be hidden from view on the main order list. They can always be brought back in view (for duplicating them, general look-up, etc.) simply by checking the "Received (Both)" box above the order list.
Orders can be locked to prevent accidental changes from being made.
All orders that you save can be pulled up later for re-printing and/or copying. Click on the Saved Orders bar (just below the Total field) to see the list. As mentioned above, you can select which items are listed here with the three check boxes, Requisitions, Purchase Orders, and Received / Party Rec'd (Both).
Click the same bar (which now says "Stock Items List"), or double-click any order to return to normal display.



General Notes


You may keep a set of "general notes" attached to each order. There are two places where the notes can be viewed and/or edited, as shown below:


note controls


Clicking the Add Notes button on the print/preview form will make the internal notes show at the bottom of the printed order. (Click it again to return to normal)