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Import POs to Sales

Back in version 3.6.03 of the Electronic Service Control software, we introduced the ability to import purchase orders directly into a sales invoice. This powerful feature provides you with several important benefits, such as; creating invoices faster, better tracking of parts used on jobs & stronger inventory control. Best of all, this new feature is as easy to use as saying your ABC's.

The process works like this:

1. You must first create a purchase order (PO). Click the button or press the (F12) function key to get to the PO Screen. Create your PO normally but be sure to enter a valid dispatch number in the Dispatch field. If you don't know the exact dispatch number you can see a list of open dispatches by clicking the magnifying glass icon next to the Dispatch field. You can associate as many PO's to a dispatch as you like. You can even put parts on the PO which are not for this particular dispatch or which are not carried in inventory normally. To add a part on a PO which in not normally carried in inventory, tab past the Part Number field and type in a part description, then fill in the quantity ordered and the cost of the part.

2. Before you can import a PO to an invoice you MUST receive the parts on the PO. Click on the Purchasing pull down menu and select the Receive Inventory option. Once on the Receive Inventory screen find the correct PO by clicking on the magnifying glass in the Purchase Order field. From here you'll be able to search for the correct PO by vendor, date range, buyer, status, and more. Select the desired PO and receive the parts as you normally would.

3. When you are ready to bill the customer you should first complete the open dispatch. Go to the Electronic Dispatch Board (EDB) by clicking on the button or hitting the (F5) function key. Locate and complete the dispatch.

4. Now go to your Sales Invoicing screen by clicking on the button or hitting the (F9) function key. Click on the magnifying glass in the Dispatch field to choose the appropriate dispatch. Once the dispatch has been associated with an invoice you will notice an "Import PO" button at the bottom of the Sales Invoicing screen next to the Tender Button.

5. Click on the Import PO button and another window will appear showing all the PO(s) attached to this dispatch. See screen shot:

6. From this screen you can now choose which parts to import to the invoice by checking and un-checking the correct parts. (Checked parts will be imported, un-checked parts will not.) Items without part numbers can be associated to any Material type billing code in the miscellaneous material section. These items will then appear on the invoice with the appropriate accounting as well as the original part description. Optionally, several non-inventory items can be combined into a single, one-line entry on the invoice by checking the "Import as a single item" box.

7. Once you have verified all the parts on the Import PO screen are correct, click the "Import" button. Your invoice will now contain all the checked parts from the Import PO screen along with their proper cost and retail price. The non-inventory items will NOT have a retail price; this will have to be manually added. Quantities can now be adjusted as well, if desired.

8. Add any additional parts or information required on the Invoice and save it.

That is all there is to it! See I told you, it's just as easy as saying your ABC's; "Now won't you come and play with me?"