Peachtree - How to save Purchase Order

Purchase Orders

This is where you enter a purchase request for items from a vendor. When you post a Purchase Order, you do not actually update any accounting information. The accounting information is updated only when you actually receive the items on the purchase order through the Purchases/Receive Inventory task, or if you're using cash accounting, when you pay the vendor.

Note: The vendor must already be entered in Maintain Vendors before you can enter a purchase order. To enter a one-time purchase from a vendor you don't want to keep on record, use Payments. and leave the Vendor ID field blank.

To change the display format of the Purchase Orders task window, select the Template toolbar button. Choose the Standard predefined template, one of your own templates, or the Customize Templates option. Templates are designed by hiding one or more data-entry fields that are not needed for unique transaction tasks.

If you set up the distribution list box for two lines in the Global selection of the Options menu, descriptions of the item, account, and job appear in the second line.

If any field on this window is grayed out, then it is unavailable for editing or entering information.

To print a purchase order, either select the Print button or print the purchase order through Accounts Payable Reports. Do not enter a PO# if you plan to print the PO. Peachtree assigns a number at print time.

Enter a Purchase Order

1.      From the Tasks menu, select Purchase Orders.

2.      Peachtree displays the Purchase Orders window.

3.      Enter or select the vendor ID. To display a list of existing vendors, type ? in this field, or select the Lookup button. To add a new vendor, type + or double-click the field, which displays the Maintain Vendors window.

When the vendor is selected, Peachtree supplies the vendor default information, including name, remit address, shipping method, and payment terms.

4.      Enter the purchase order number in this field.

5.      If the purchase order date is not today's date, enter the date in the Date field.

6.      Enter the date this purchase order is good through in the Good thru field. Change the shipping address if necessary and the method of shipment. Click on the arrow button to display the ship-to information. To change the shipment method, select the method from the drop-down list.

7.      Change the discount amount if necessary, as well as the displayed terms.

The Displayed Terms field automatically fills in with the default terms.

8.      If you are using special terms from this vendor and want to show them on the printed purchase order, enter the new term information n term field. Otherwise the terms selected while maintaining the vendor will be displayed.

9.      If yours is an accrual-based company, you can select the accounts payable G/L account for this purchase. On financial statements this will be your accounts payable liability account. If yours is a cash-basis company, this field will display <Cash Basis>.

Note: If you have the Hide General Ledger Accounts global option activated, Peachtree will not display the A/P Account field in this window. To modify the A/P account used for this transaction, you must select the Journal button.

10.  Enter the information for each item on a separate line, including the item's quantity, item ID, description, unit price (the number of decimal places is selected in Maintain Global Options), and job information (if applicable). The default unit price is the last posted price for this item.

If you are tracking job costs, you can assign a job for each non-stock line item. You cannot enter a purchase order for a stock or assembly item in your inventory and assign a job to it. You can apply stock or assembly items to a job at the time of the sale, but not the time of purchase.

11.  The default G/L purchase account that appears for each line item is based on the vendor purchase account default or the item ID selected. To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.

Note: If you have the Hide General Ledger Accounts global option activated, Peachtree will not display G/L Account fields in this window. To modify G/L accounts used for this transaction, you must select the Journal button.

12.  Continue entering line items until you have completed the purchase order.

13.  Select the Print button if you want to print and save the order. Otherwise, click the Save button.

Note: Purchase orders are not posted to general ledger. When you receive inventory and apply this purchase order to a customer invoice (after shipping the items ordered or performing services requested), the purchase order data is transferred to the vendor invoice. Then, the purchase can be posted to the general ledger.