Add a Purchase Order

You can add a new purchase, or search for an existing one, by clicking the appropriate link on the Mailware Explorer. Or, simply click the Find or Add icon below.


		View Purchase Orders
		Find Add Help

If you add a new purchase order the Purchase Order screen will open to a blank form. Skip to the next step for instructions on entering data.

If you search for an existing purchase order to edit the following search screen will open.

Type a Purchase Order Number in the Search Characters field to locate your product, then click the button. The Purchase Order screen will open to the selected item.

Note: You can also select a different Search By field to locate a PO by its Supplier Number.

Entering a New Purchase Order
Enter a purchase order for one or several vendors.

Find or Add a PO as described above. Or, click a link below.
Click here to find an existing PO. Click here to add a new PO.
Enter or edit your purchase order in the screen that opens. You can use the Tab or Enter key to move between fields. When you cursor is on a button press the Space bar to activate it. Or, simply use the mouse.

Vendor - Select a Product Supply Vendor from the pull down list in the Vendor field. The vendor's address from the Product Supply Vendor screen will be entered automatically, and can be edited if necessary.
P.O. Number - Enter a different Purchase Order number, if you wish. You may enter up to 30 characters in this field, or use the sequential number provided by Mailware. You can also change the Purchase Order Date, or accept today's date which is entered automatically.
Ship To - Your address will be entered automatically from the Company Information Preferences. You can change it on the P.O. if you wish to have the printed purchase order show a different address. You can change your company information in Preferences and the new address will appear on future invoices. Click here to change Preferences.
Expected Date - You can enter an expected date for the items in this order if you wish. This date will be added to the On Order expected date field in the Products screen for each item ordered.
FOB/Instructions - You may enter any FOB instructions you wish. Note: FOB means "Free On Board" and refers to transportation costs and transfer of ownership terms between you and your vendor.
Tab or Enter to the Product Grid and click in the Product field to activate a drop down list of available Products.

The drop down will display only the products available from the currently selected vendor. If you would like to see all products in your inventory click the All option on the right side of the Purchase Order screen.
Qty - Tab or Enter to the Qty field and enter the number of items you would like to order. Note:The received (Rcvd) quantity will be completed when you receive inventory.
Cost - Tab or Enter to the Cost field. You can leave any pre-entered costs that appear, or type a different amount.
Tab or Enter until a new line appears in the Product Grid. You can repeat steps 10 - 12 for additional items, or press the Enter key on a blank line to exit the grid.
Message: If you wish you can type a note in the Message field. It will print on the purchase order.
Paid - The paid amount will be completed when you receive inventory. You can also enter the amount manually by typing it here.
You can print the current purchase order by clicking the Reports button and selecting "This Purchase Order" (report R4111 This Purchase Order) from the list. You can also print all your purchase orders at once from the Reports button, or the Reports tab on the Mailware Explorer (report R4110 Purchase Orders for Date Range).
If you are finished entering Purchase Orders click the button to close the form. Or, click the button to create another purchase order.

Note: To close purchase orders when you receive shipments run the Receive Inventory action.