Managing Purchase Orders

You can view (look up), select, or delete any existing (unconverted) purchase order from the Order Selection screen. This screen appears when you:

•	Click the Orders button in the Orders pop-up screen.

•	Click the Browse button when copying an order.

•	Click the Browse button when converting an order to invoice.

An example Order selection screen is shown next.

The Select button is available if you clicked on the Browse button when copying or converting a purchase order.

MenuLink Client displays purchase orders whose purchase order dates are on or between the Start Date and End Date. You can change this date range as necessary or you can change the criteria to include closed orders by clicking Show Closed Orders.

If there is a long list of purchase orders, you can search by the following areas (click the Search Drop-down arrow, then enter the text you want to match in the ‘for’ field):

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Order ID

•	Order Date

•	Vendor Name

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Due Date

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Sent Date

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Notes

See Searching for Information in MenuLink Client for more information on searching.

You can do the following in the Order Selection screen:

•	Create a new purchase order. Click New, and a blank Purchasing – Purchase Orders screen appears.

•	View a purchase order. Select a row, and then click Lookup. You can make changes to the purchase order if necessary.

•	Select a purchase order to copy or convert to invoice. Select a row, and click Select. (This button is not available when you click Orders from the Orders pop-up screen.)

•	Delete a purchase order. Select a row, and then click Delete. MenuLink Client prompts you to confirm that you want to delete the purchase order.

Entering a Manual Purchase Order

To Enter a New Purchase Order:

1.	In the Purchasing Switchboard click Orders. In the Orders dialog box, click Orders again. The Order Selection screen appears (below).

2.	Click New to create a new order to access the Purchasing – Purchase Orders screen:

 

Each element of the Purchasing – Purchase Orders screen is defined below.

Element name	Description
Fields/columns
Order ID	A number that the system automatically generates and can be changed
Vendor	The selected vendor the purchase order is being created for.
Vendor ID	The Vendor ID assigned to the Vendor Name.
Open Order	A check mark in this box indicates that this order is still open and will be taken into account when calculating the suggested order.
Purchase Order Date	The Date the purchase order was created.
Due Date	The date of delivery. The field automatically defaults to the next day but should be changed to match the actual delivery date.
Memo	Free-form text field where you can enter a comment regarding the order.
Sent Date	Once the Sent check box is selected, this field is populated with the date the purchase order was submitted to the vendor.
Line #	Indicates the sequence number of the items in the purchase order.
Vendor Code	The alpha-numeric identification in this field represents the vendor’s item ID for the item. The Vendor Code assigned to the item cannot be modified in this field, but can be modified through Item Lookup.
Item Name	Identifies the item to be ordered. The item must be selected as ‘Purchasable’ through Item Lookup.
Find hyperlink	“Find” hyperlink is available to search for and easily add raw materials.
Actual Quantity	Identifies the quantity of the item that will be ordered.
Actual Units	Identifies the case pack or how the item will be purchased.
Price	Shows the price based on the Purchase Units. The price that is shown is what was used the last time the item was purchased.
Total	The amount in this field shows the total monetary amount for the item selected i.e. QTY multiplied by the Price.
Total Amount Payable	The total monetary amount due to the vendor for this order (i.e., the sum of the Total column).
Buttons
	Pressing this button removes the details from the top of the screen (Order ID, Vendor Name, Vendor ID, Due Date etc.) and maximizes the details of the order to make searching the order easier. Restore Details returns the details to the top of the order.
	Previews the purchase order printout on screen, where you can choose to print a hard copy.
	Saves the purchase order.
	Available only if the vendor selected has been defined as an Electronic Order Vendor. This button starts the Electronic Order process that your System Administrator has set up.

 

To enter a new purchase order, continued:

3.	Select the Vendor Name.

4.	Enter the Purchase Order Date. This field defaults to the current date but can be changed.

5.	Enter the Due Date. This field defaults to the next day but can be changed to reflect the true delivery date.

6.	To add items to the purchase order, use one of the following methods:

•	Using the Vendor Code field: Enter the number the vendor assigned to the item. If the item in the Item Name field is not the correct item, this may indicate that the desired item does not have that number assigned to it in Item Lookup.

•

Using the Item Name: Click the Item Name or the Vendor Code field and click  to select the drop-down selection box. Type the first few letters of the item name in the field to show the items in the selection list that match what was entered. You can also use the scroll bar to the right of the selection list to search the list for the item you want.

•	Using the ‘Find’ hyperlink: Click the hyperlink to display the Inventory Item Lookup.

Note: Your Administrator controls access to the Items Names and Vendor Codes available for selection and to the ‘FIND’ hyperlink. If access has not been granted to the current user, some selections may not be displayed.

7.	Click Print to print the purchase order

8.	Click Save to save the purchase order.

9.	If the vendor is set up for electronic ordering, click Send Order Now.

Adjusting an Existing Purchase Order

When you are viewing the Order Selection screen, click Lookup to view a selected order. The Purchasing– Purchase Orders screen appears:

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Click the Item Name or the Vendor Code field and click  to access the drop-down list. Type the first few letters of the item name in the field to show the items in the list that match. Adjust the quantity and price as needed. Note: Your Administrator controls access to the Items Names and Vendor Codes available for selection and to the ‘FIND’ hyperlink. If access has not been granted to the current user, some selections may not be displayed.

•	To delete an item, click the gray box to the left of the line number to highlight the line, and press Delete on the keyboard.

•	To adjust the item’s quantity or price, select the Actual Quantity or Price fields and type a new value.

Copying a Purchase Order

You can create a new purchase order by copying a previously entered purchase order, including purchase orders that have been converted to invoices. When you use this option, you are prompted to provide a new order and due date. All of the other information from the old purchase order appears in the new purchase order. You can make changes or add to the new purchase order as necessary.

To Create a New Purchase Order by Copying:

1.	From the Purchasing Switchboard, click Orders. Click Copy in the Orders dialog box.

The Copy Purchase Order pop-up screen appears.

2.	To select a Purchase Order to copy, do one of the following:

•	Click in the Purchase Order ID field to select a purchase order number, or

•	Click to change the view to the order selection screen

Purchase orders appear in the list with orders from the most recent day listed first.

 

3.	Select an order, then click Select to access the selected order in the Purchasing – Purchase Orders screen:

 

4.	If necessary, enter a new purchase order date or due date.

5.	Click Copy.

The Purchasing – Purchase Orders screen appears. The purchase order has a new ID, purchase date, and due date, but all other information is identical to the copied purchase order.

6.	Make changes as needed, and then click Save, Print, and/or Send the order.

 

Submitting the Purchase Order

Electronic Ordering

If the vendor you are ordering from is set up to accept electronic orders, simply select Send Order Now from the Purchase Orders or the Order by Vendor screen.

Manual Ordering

If you need to submit the order manually, you can print the order out (or view the order on the screen) and follow your normal procedures.