IVO - MAKE PURCHASE ORDERS
To open IVO, press <Alt M> ("Menu") and follow the Menu path illustrated below, then press <Enter>, or simply enter <IVO> in the "Enter Program Name" field and press <Enter>.
Creates orders for vendors/distributors tagged in IVWO ("Work Order Report").
An order may be manually entered for a specific vendor/distributor.
All items that have fallen below minimum for a specific vendor may be automatically pulled for an order. The vendor number must be in the PRIMARY vendor field, "Vend 1," in IVM ("Inventory Maintenance").
All items that have fallen below minimum may be automatically pulled for an order. The distributor number must be in one of the three vendor number fields listed in IVM, unless you uncheck the “Validate Distributor” check box. (Note, this check box is only visible when the radio button is the “Automatic – Distributor” position
This option allows you to view and change purchase orders that were previously made.
This option allows you to prepare an electronic order with or without printing. Non-electronic orders will need to be printed. Also you will need a copy of the order when the order is received.
- Enter the purchase order number you wish to print, or press <F3> to look up the number, as explained/illustrated under "View/Change Existing P.O."
- Select OK for print options as described/illustrated under the "Options=F5" command button in "Order From a Saved Work Order" above.
See IVIC ("Electronic Invoices and Confirmation") for printing order confirmation from a vendor that you have sent an electronic order and received an acknowledgment in return.
Enter the number of the vendor/distributor you wish to process, or press <F3> to look up the number.
This option will create a P.O. that includes all special orders without regard to the Vendor 1, 2, or 3 assignment.
Creates an empty purchase order number.
Normally, a purchase order number is automatically assigned to each order. The number consists of the year, month, day, vendor number and order number.
The purchase order number is determined by the date the order is made unless you use this "Create a Blank P.O.#" option.
This option allows you to determine your own date for the purchase order number without the constraints of the actual day the order is made. However, once the purchase order number has been created, you will have to go into the "View/Change an Existing P.O." option to add the items to the order. This option is useful when putting on a salesman’s orders.
This option lists to the screen all items on order for a particular vendor/distributor. The listing is alphabetical, by title.
- Enter the vendor number, or press <F3> for vendor lookup.
- Select OK, and a list of the items on order with the vendor will be displayed. The list includes the item number, title, quantity of the items ordered by this vendor, special orders, backordered, previously received, and the purchase order number.
Combines two purchase orders for a vendor.
- Enter the purchase order number you wish to remain as the combined purchase order.
- Enter the purchase order number you want to delete.
- Select OK.
The two purchase orders will be combined into one. All items that were on the deleted purchase order will be on the combined purchase order.
- Take the special order as you would normally, and check the new “Drop Ship” check box.
- Use POS to ring up the item.
- To order from the vendor, select “Drop Ship Orders.”
- A list of drop ship special orders will be displayed.
- Tag the special orders that you desire to be put on the drop shipment. (Technically, a person could order two or more products to be drop shipped to the same location from the same vendor.)
- Choose the vendor of choice for the P.O.
- Click "Create an Order."
- A purchase order will then be created with the cursor being taken to the “Bill To”/ “Ship To” screen that you are accustomed to. The “Ship To” information will come from the customer name and address off the last tagged special order.
- The Status of the special order will become “Shipped.”
Note: There is not need to "Receive" the P.O. through IVPR.
One thing to keep in mind is that “Drop Ship” special orders will not appear on typical work orders. They can only be viewed from either the IVSI program or this special ordering procedure of IVO
A purchase order made at Store #1 can be merged at Store #2, etc. After the Multi-Store purchase order has been made, you will need to split the order using this "Split Multistore P.O." option.
Note: To avoid conflicting P.O. numbers and to make them stand out, 4 is added to the last number in the P.O. for stores 2, 3, 4, etc.
Example: