PO Initialization Form
Use this form to create purchase orders from requisition lines.
The initialization process selects requisition lines based on specified criteria, and then creates a PO batch. The PO batch may contain one or more PO headers, each with one or more PO items. Requisition lines with the same vendor and shipping address will be grouped together on the same PO. However, requisition lines are not grouped together on purchase order items; each requisition line will create one purchase order item.
Requisition lines will only be initialized onto a purchase order if they meet the specified criteria and have a line status of Approved for Purchase .
Creating POs Based on Selection Criteria
You can use specific criteria to select requisition lines for initialization to a purchase order. The more criteria you enter, the more restrictive the selection will be.
Because requisition lines can be of differing line types, some of the selection options cannot be used together. For example, you cannot restrict by IN Company/IN Location and JC Company/Job, as no requisition line would ever reference the specified IN Company, IN Location, JC Company, and Job.
Populate PO Batch
Use this section to specify what information to use when generating the PO batch. For example, the PO Header Desc field allows you to specify what description will default for each purchase order header generated during initialization. The default description is 'PO created from RQ', which easily identifies the source of the purchase orders once the batch is accessed in PO. However, you can override the description or leave it blank as desired. The description can also be overridden by purchase order in PO Purchase Order Entry.
Additionally, you can specify the starting PO# for numbering purchase orders generated by initialization. The initial default depends on the Automatically Generate PO #'s checkbox in PO Company Parameters. If selected, the default is based on the Last Used PO # in the company file, plus one. If you are not using the 'auto-generate' feature, the default will be the next highest sequential number in the system (ignoring all alpha and alphanumeric numbers). Defaults can be overridden.
If you want to receive POs in the PO module (via PO Receipts Entry), you will need to select the Receiving checkbox. If this checkbox is not selected, you can still received POs in the AP module.
Once you have successfully initialized a PO batch, a message displays indicating the PO company, batch month, and batch ID. You can then access the batch in PO Purchase Order Entry and edit the purchase orders/items as necessary.
