Purchase Order screen - How To's

Author: support 4 Reference Number: AA-02799 Created: 2021-07-12 11:19 Last Updated: 2022-06-28 15:16 0 Rating/ Voters

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Overview of the Purchase Order Screen

'Purchase Order screen' is a comprehensive screen that stores and displays every significant information about a Purchase Order transaction all on one screen.  It is divided into four (4) main sections to organize data and functions:

  • Main Fields (section) 
    • Vendor
    • Bill To
    • Ship To
      • Warehouse
      • Drop Ship To Customer
    • PO #
    • Status
    • Vendor Order #
    • Print Date
    • Received (checkbox)
    • To Sync (QBO) - (checkbox) gets checked automatically each time a new Purchase Order is created in 1place then syncs with QuickBooks Online (QBO) when the record is saved.
    • Resync Flag - (checkbox) gets checked when a Purchase Order is changed in 1place then syncs with QBO.
    • Last Synced
    • PO Date
    • Date Expected
    • FOB
    • Payment Terms
    • Ordered By
    • Customer PO #
    • Ship Via
  • Add/Edit Line Item (section)
    • Audit Log  icon - Allows you to view details of any changes or updates made on the Purchase Order  Add/Edit Line Item section.
    • Gear  icon - Check to enable display of the fields or column filters on Lines 1 and 2 on the Purchase Order Add/Edit Line Item section.
    • Double Arrow Down  icon - Click to show Line 2 fields.
    • Double Arrow Up  icon - Click to hide Line 2 fields.
    • Commit Line Item  button - Click to validate and save any data input or changes on the Add/Edit Line Item table. This button turns red when you need to do so. 

Line 1 (Column Filters/Fields)Description
RcvdCheck this box when item is received.
Qty Ord (Quantity Order) 
Item NumberThe unique code for each item in your inventory that is used on Sales Orders, Invoices, Purchase Orders, etc.
Vendor Item Number 
Unit of Measure 
Qty Recd  
Case Pack  
DescriptionSpecified item description which includes the Year, Make, Model and item category.
Sales Order #  
List Price The basic price of an item in your catalog. Also known as the Suggested Retail Price.
Special Order Price  
Add'l Cost  
Line Total The total Price computation (before taxes) of each Line item on the Purchase Order.

Line 2 (Column Filters/Fields)Description
Date Exp  
Date Rec  
Credit Memo #  
Comments(Optional) Any specific notes for a particular Purchase Order line item.
List Margin  
Spec Order Margin  
Bin                                       This is an alpha-numeric field used by the Stock Picking Tickets to arrange the order that items are to be picked off the shelf by Picking Order, then Location, then Bin.
Lot/Serial #                            

Purchase Order Screen- Common Tasks

How to Add a New Purchase Order Record

  • Shortcut Key: Ctrl + F9or
  • On the  Quick Start Menu, click the + icon and select Purchase Orderor
  • Click the New  button on the lower left part of the Purchase Order List screen, or 
  • Click the New button on the lower left part of any Purchase Order screen, or
  • On any Sales Order screenclick Create PO(s) button to make a Purchase Order record for that particular customer when  Qty Ship is less than Qty Ord. 

How to (Manually) Create Purchase Orders

  • Click the  button (in the top left) and click Purchase Order.
    • Or, press Ctrl+F9 
    • Or, on the Main Menu Bar on the left side, click Purchasing > Purchase Orders list and then click on the New button on the bottom left.
  • Enter a Vendor (then press Enter).
  • If desired, change the Bill To warehouse (then press Enter).
  • If desired, change the Ship To Warehouse (then press Enter).
    • If you want to Drop Ship the item to a Customer click on the Drop Ship To Cust button and then select the Customer.  
    • If the customer is not in the system pick a generic customer you have created and then hand type the Customer Name and Address in the larger box the drop down list.
  • Enter or change any of the PO Header fields:
    • Vendor Order #
    • PO Date
    • Date Expected
    • FOB
    • Payment Terms
    • Ordered By
    • Customer PO#
    • Ship Via
  • Enter Line Items
    • Qty Ord
    • Item Number
    • Vendor Item Number
    • Qty Received
    • Description
    • Sales Order #
    • List
    • Spec Order Price
    • Add'l Cost
    • Cost
    • Line Total
  • Enter additional Info on the tabs
    • Other Info > Comments
    • AP Bill Info
  • Click Save.

How to Receive Items on a Purchase Order

  • On the Purchase Order screen > Add/Edit Line Item table, check the box 'Rcvd'  to tag as received. This will auto-fill the value under Qty Received column.
  • You may edit the Qty Received value depending on the actual item/s received.
  • Click on Commit Line Item button.
  • Click Save.

How to Un-Receive Items on a Purchase Order

  • On the Purchase Order screen > Add/Edit Line Item table, uncheck the box 'Rcvd'. 
  • Click Commit Line Item button.
  • Click Save.
  • This should remove the 'Received' green stamp on the bottom right of the screen.

How to Find a Purchase Order Record

  • Using Shortcut Key: F9, or
  • On the  Quick Start Menu, click the Search (magnifying glass) icon then select Purchase Orderor
  • (If already on the Purchase Order List screen) use the Search feature (magnifying glass icon) to type the PO Number or any information/keywords to filter multi search, or
  • On any Sales Order or Invoice screen (under the Add/Edit Line Item table): Click on the Magnifying Glass button next to the PO# column.
  • On any Item Detail screen (under PO's tab) click any PO Number that is associated with that particular Item.
  • On any Vendor Detail screen (under Purchase Order tab) click any PO # that is associated with that particular Vendor.

How to Find Various Lists of Purchase Orders

    • Shortcut Key: Shift+F9or
    • On the  Quick Start Menu, click the List button and select Purchase Ordersor
    • On the Main Menu Bar, click Purchasing>Purchase Orders.

    How to Delete Purchase Order(s) Record

    • On the Purchase Order List screen, check the box/es (first column on the left) to select one or more records then click Batch Actions button and select Delete Selectedor
    • Click the first box (topmost, on the fields row) to either select all records on a page or all records on the entire list then proceed with deletion, or
    • On the Purchase Order screen, click Delete button (lower left part of the screen).
    • Note: To preserve the integrity of the database, you cannot delete any Purchase Order record that  has been used on any of the screens such as Sales Orders, Sales Order PO's, Invoices etc. 

    How to Add/Edit Purchase Order Line Item/s

    • Make sure to input the Vendor name first (Bill To and Ship To textboxes) to enable the adding of Line Item/s. Fill in other detailed information as indicated on the upper part of the screen.
    • On the Add/Edit Line Item table section, click on the Item# drop down arrow icon to select the particular line item. Input the Quantity Order then click Commit Line Item. Click Save.
    • Optional Preferences:
      • You may choose to automatically update the cost of the item for the related Vendor.
        • To do this, go to Settings>Purchase Orders>Purchase Orders Settings. Select Yes  to automatically update the item cost of the item for the related Vendor (when PO cost is changed on a PO Line Item).

    How to Delete Purchase Order Line Item/s

    • On the Purchase Order screen (under the Add/Edit Line Item section), click the X icon (under the Actions column) on the row of the particular Line Item that you want to delete. Click Yes then Save.

    Purchase Order Records and Reports

    How to Create & Generate Purchase Order Report(s)

    • On the Main Menu bar, click on Reports > Purchase Orders.
    • Define your Report.
      • 1place allows you to generate different types of Purchase Order Reports according to your needs. Pick from the type of Purchase Order Report (i.e. Purchase Orders By Vendor, Purchase Orders By Date etc.) from the Reports section.
        •  Note: You can adjust the period covered by your reportOn the Report Period filter section, select from the drop down filter lists or manually input the dates 'from' and 'to'.
    • Click on Run Report.
      • Note1: There is an option to further customize your Report by clicking the Gear (gray) icon to make the Report Lists Settings popup screen appear. Check or uncheck box(es) of the column(s) that you prefer to show/hide. 
      • Note2: At this point, you may choose to Print, Email or Download your Report copy. 

    How To Create & Save Purchase Order Reports (as a Report Template)

    • After doing the instructions above, click on the Customize (blue) button to further modify and save your newly created Report.
    • On the Customize Report popup screen:
      • (Optional) Select the Min Access Level from the drop down icon.
      • (Required) Type in the Report Name (whatever you want to call your Report).
      • (Optional) Type in any Report Description
      • (Optional) Check the box if you want to Make Report Private and/or Favorite. Check or uncheck box(es) of the column(s) that you prefer to show/hide. 
      • Click on Save. 
      • Note1: This Report will appear on the list of Custom Reports and on My Favorites if you checked the Favorite box.
      • Note2: You can always edit or update any Custom Reports. Go to Reports Custom Reports and click on the Pencil icon (under Actions column). Do the necessary changes and click on Update.
      • Note3: Click on the X button to permanently delete any Custom Report from the list.
    • Note: You have the option to Email, Print or Download a Report copy (see instructions below).

    How to Print, Email, and Download Purchase Order Report(s) & Record(s)

    • On the Purchase Order List screen:
      • Select the record(s) by checking the box(es) .
      • Click the  button to Print and  to download (in Excel form).
      • There is also an option to Share  record(s) and this feature will be available in the future.
    • For Purchase Order Reports, go to Main Menu Bar > Reports Purchase Orders, create your Report (*see previous instructions) then click on the  button (upper right). 
    • The Print Preview popup screen will appear. 
      • DOWNLOAD COPY: Click on  button (upper right) to download the Report. Save in your PC.
      • EMAIL COPY: Click on  button (lower right) to send a copy of the Report through email. Create the body of the Email and input other necessary details on the left side of the Email popup screen. Click on  button (lower right).
      • PRINT COPY: Click on  button (upper right) to print the Report. Adjust Print Settings then click on  button (lower right).

    Purchase Order Screen Tabs

    Other Info (tab)

    • Comments
    • Total Weight
    • Total Volume
    • Total # Lines
    • Total # Units
    • Total # Units Received

    AP Bill Info (tab)

    • QuickBooks AP Bill Creation Date
    • QuickBooks AP Bill ID
    • QuickBooks AP Bill Amount
    • QuickBooks AP Bill Date Paid
    • QuickBooks AP Bill Paid Amount
    • QuickBooks AP Bill Paid
    • AP Bill Notes
    • Vendor Invoice #
    • AP Bill Date
    • Due Date

    Other (tab)

    • Show Scanning Details

    Purchase Order - Additional Tasks 

    How to Create a New A/P Bill (Automatically) - Linked to a PO After Receiving a PO

    To enable automatic creation of AP Bill, go to Settings > Purchase Orders  and put a check on the box that says 'Prompt user to auto create new AP Bill in QuickBooks Online after the PO has been received in full' which is found under the Other Settings (section).

    How to Use the Added Cost Feature on a Purchase Order

    When Ordering parts from a supplier you may have additional costs that may need to be added to each part in order to get an accurate landed cost. OneSource has a built in feature will break down the total freight into charges for each individual item based on one of four things; 

    • Quantity
    • Weight
    •  Volume
    • Item Price (Preferred by Most)

    Item Price is the preferred method because it does not require that you have additional information such as weight or volume for each part. The Item Price method assigns a portion of  the total cost of the added freight  by the parts percentage of the total cost of the PO. You may have items that cost $500 that can absorb a $20 shipping charge where a $10 item can't. A part that is 1% of the total cost of the PO will receive approximately 1% of the added freight charge.

    If you are going to use Weight or Volume

    • All items must have the weight, volume, or both assigned to it prior to using this feature. 
      • On the Purchase Order under the description are 2 boxes that will display Wt. and Vol for each item that already has this info entered
      • Click on the magnifying glass icon next to each Part number to get to the Inventory Management screen for each of these items as needed
      • Enter the weight and volume information on the lower left side of the Inventory Management screen
      • For each item that you add information to you will need to reselect the item on the PO
        • Click on the drop down arrow and select the item again (it will be highlighted in the drop down screen)

    Once you have the weight and volume of each item on the PO you can switch back and forth between the different methods to see which one is the best for your shipment. If you do not have weight and volume for each of your parts, the Item Price method is the best.

    To enter the Added Cost to the parts on your PO:

    • On the top left corner of the PO to the left of your company name is a grey box with a couple of >> arrows, click on this to open the Quick Display
      • Enter a description, ( Freight Costs)
      • The date
      • The supplier; This is the supplier that you received the parts from only if they are the same company that you are paying the additional freight charges to. This is for Accounts Payable so you can enter a bill for the freight.
      • If the freight is being paid to a different company enter their name in the supplier box. Additional boxes will open so you can enter multiple charges if needed
      • Enter the amount of the additional charge
      • Clac Method... This is where you will choose which method that you would like to use in order to divide up the additional charges. you can enter the method that you feel will best suit your circumstances and then at he bottom of the Quick Display box, click on Distribute Costs. ( you will be able to change this latter if you would like to see how another method works. 
        • Once you click distribute costs another box will pop up giving you a summary of the PO, the Quantity, weight, and volume for each item. 
        • Click Distribute Costs again
        • When asked if you wish to receive the items click no (You won't be able to change the methods of distribution and you will have received all items on the PO into inventory)
        • Evaluate the Add'l Cost to determine if the cost are divided up equitably to each of the parts.

    When complete the added costs will be put in the added cost field on the Inventory management screen in stock tab. When you create a sales order the added cost will be combined with the individual cost prior to any calculation for discounts or matrix pricing. The additional costs will not be itemized on the invoice.