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.
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).