Add Items to a Purchase Order

When the Add button in the Order Items grid of a new PO is clicked, the Purchase Order Item Details popup opens.

1. Complete the fields as described. Required fields are marked with a red asterisk (*).

   • Order Qty: Enter the number of items with up to four decimal places. The value in this field, along with the unit price, is used to calculate the estimated item cost. Note: AptaFund allows you to enter a quantity of zero and still save & issue the PO.

Tip: For dollar amount purchase requests enter 1.
For services, enter 1 if the unit price is a lump sum. If services are billed at hourly rates, enter the number of hours of service you are ordering. For example, if you are ordering an event clean up and the vendor is charging a flat fee, enter 1. If the vendor is charging an hourly rate, enter the number of hours.

1. • Unit Price: Enter the price up to four decimal places for a single unit. The value in this field, along with the quantity, is used to calculate the estimated item cost.

   • Units: Select the type of unit from the pull-down list. Unit types are defined in Purchasing Configuration.

   • Line Item Total: Read-only field displaying the calculation Order Qty x Unit Price rounded to two decimal places.

   • Description: Required.

   • 1099: This field defaults to No when the vendor isn't marked as a 1099 vendor and Yes if the vendor is marked as a 1099 vendor in Vendor Management. A PO for a 1099 vendor can contain both goods and services. Leave the field set to No for services, and set it to Yes for goods.

   • Use Tax: This box defaults to checked if the system has been set up for use tax in Purchasing Configuration and the selected vendor is an out-of-state vendor. It defaults to unchecked if the system hasn't been set up for use tax or the vendor is an in-state vendor. This item may be changed until the PO is issued. See About Use Tax for more information.

   • Tax Rate: Defaults to zero; enter a rate if needed.
     Note: Entering a tax rate in this field does not automatically apply taxes. To apply taxes to the purchase order, use the Apply Tax command after you add all items to the PO. See Apply Tax to a Purchase Order.

   • Bid No.: Enter if available for this item.

   • Asset: Specify if the item is to be added to the Capital Assets module. The default selection of None indicates that the item won't be added to the Capital Assets module. Select from Capital or Inventory if the item is to be added to Asset Management.

   • Part Number: This number will appear on any printed POs.

Tip: If you're entering the first item on a PO and all items will be using the same, single account code, you can skip to step 4 below, and then use the Apply Account Codes to Purchase Order Items command to allocate the PO after you've entered all the items. Note: If all items will use the same account code or account code allocation, you can enter it for the first item, and subsequent items will default to the same allocation.

2. Enter the account code, or click the to open the Account Code Assistant, and use it to select the account. Note: When you begin typing an account code in the field, the Account Code drop-down will display the first of the found records, and you can scroll through the list to select the account instead of opening the account code assistant.

3. If you need to split the transaction between multiple accounts, click the Allocation button. Click here for instructions on using the Account Code Allocation window.

4. If you need to add more items to the PO, click the Save and Add button. Repeat steps 1-3 for the new item
   If you're done adding items to the PO, click the Save button, and you're returned to the Purchase Order Details window.

5. When finished adding items, click the Save button at the bottom of the popup to save the PO,
   OR click the Save and Add button to create another PO. Then repeat steps 1-4 for the new PO.

The PO is now in the New & Active state. It can't be deleted unless all items are removed from it. Note: If you don't need to edit the PO in any other way, you can issue it directly from the PO Details window.

Otherwise Continue with Add Shipping Cost, Apply Tax, or Apply Discount/Premium, if needed, or Issue a Purchase Order.

Return to Create a Purchase Order

Return to Purchase Order Overview