AP Purchase Order Initialize Form

Use the AP Purchase Order Initialize form to add purchase orders to an AP invoice transaction. Access this form from either the AP Transaction Entry or AP Unapproved Invoice Entry form by placing focus on the line item level and selecting File > Initialize from PO.

The use of this form to add purchase orders to a transaction is not required; you can manually enter purchase order items in either entry form.

This form has two tabs:

  • Purchase Order - This tab allows you to select purchase orders by number.
  • Receiver # - This tab allows you to select purchase orders by the receiver number. When you add purchase orders using this option, the system updates the Rec # display field (AP Transaction Entry or AP Unapproved Invoice Entry) with the number from the Rec # field in PO Receipts Entry.

Each tab has a grid that displays all available purchase orders for the vendor specified in the Vendor field of the transaction form, along with applicable information, such as purchase order number, description, amount left to invoice or amount received, compliance status, and so forth.

Purchase orders that exist in open batches are highlighted in red. If you are adding purchase orders via AP Transaction Entry, you cannot add these purchase orders to the batch. If you are adding via the AP Unapproved Invoice Entry form, you can add these purchase orders as long as there are units left to be invoiced (determined by invoiced amounts plus amounts in open AP batches and unapproved invoice sequences).

Note: If you are adding purchase orders in the AP Transaction Entry form and a purchase order exists in the current AP batch, the system will not highlight it in red. You can add these purchase orders multiple times in the same batch, as long as there are units left to invoice. A typical use for this might be when entering multiple invoices for a vendor in the current batch, where more than one of the invoices applies to the same PO. Each initialization of the PO will bring in the units remaining from the prior entry. For example, you initialize a PO with 500 units. You adjust the invoiced units to 250. You then add the same PO to a second invoice. Initialization will bring the PO in with the 250 remaining units.