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Purchase Orders Screen Shots
| Listed below are sample screen shots for CPA Windows modules. Click on each thumbnail to view a larger screen-shot! |
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Purchase Orders Main Menu
Press the Purchase Order tab. The purchase order number comes up automatically (continuing consecutively with the last number entered) but you can change it. Click on the vendor drop or press to display the vendors or allow you to add a new vendor. The P.O. date will default to today's date, but you can change it. To change the date, click the drop down beside the date and select a new date from the calendar, or use the plus or minus keys to choose one. Optional fields are: Purchased for, Delivered to, and Invoice Sent to.
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Purchase Orders
If you have set up default comments in the Purchase Order Configuration, those comments will pop into the comments section. You may use the default comments or type in any new comments for that PO such as Confirming, Do Not Duplicate, etc.
Then type in or use the drop down to select the 6000-account number of the fund you want to order the items from. You may also select a sort code by either typing it in or selecting it from the drop down. You may also leave this field blank. You will be asked for a description of the item you are purchasing. If you want to use Supplies as your description and then you want to list the specific items, leave the GL Acct blank by pressing . This will access the description field and you may type in description lines with no dollars associated with that line. Type in the quantity and unit price of the items, the total column will fill automatically.
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Receive Purchase Orders
Once you have received the products and an invoice from the vendor, you will need to go to Receive Purchase Order. When you select the PO # from the drop down , the program will bring up the detail for that PO. You will be asked to type in the Invoice #, Invoice date, claim #, and due date. If the amount shown on the Purchase Order is correct, you will press or through the dollar amount. If it does not agree with the invoice amount, you will click on the billed line and type in the correct amount. The program allows you go to the billed lines to make the dollar amount agree with the invoice amount. This allows you to add in any shipping or other charges that were not on the original PO. When you are finished, click the button at the bottom of the screen. When you receive the PO, it is sent to the Accounts Payable module to be paid. (We currently do not allow you to receive partial shipments on a PO.)
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