Enter a Purchase Order

• From the Tasks menu, select Purchase Orders. Sage 50 displays the Purchase Orders window.

1. Enter or select the vendor ID. To display a list of existing vendors, type ? in this field, or select the Lookup button. To add a new vendor, type + or double-click the field, which displays the Maintain Vendors window.

   When the vendor is selected, Sage 50 supplies the vendor default information, including name, remit address, shipping method, and payment terms.

2. If you will be printing the purchase order and want Sage 50 to automatically assign this purchase order a number, leave the PO # field blank. Otherwise, enter the purchase order number in this field.
3. If the purchase order date is not today's date, enter the date in the Date field.
4. Enter the date this purchase order is good through in the Good thru field. Change the shipping address if necessary and the method of shipment. Click on the arrow button to display the ship-to information. To change the shipment method, select the method from the drop-down list.

1. Change the discount amount if necessary, as well as the displayed terms.

   The Displayed Terms field automatically fills in with the default terms.

2. If you are using special terms from this vendor and want to show them on the printed purchase order, enter the new term information here.

3. If yours is an accrual-based company, you can select the accounts payable G/L account for this purchase. On financial statements this will be your accounts payable liability account. If yours is a cash-basis company, this field will display <Cash Basis>.

   Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display the A/P Account field in this window. To modify the A/P account used for this transaction, you must select the Journal button.

1. Enter the information for each item on a separate line, including the item's quantity, item ID, U/M (displays if multi-packs enabled in Inventory Item Defaults), description, unit price (the number of decimal places is selected in Maintain Global Options), and job information (if applicable). The default unit price is the last posted price for this item.

   The default G/L purchase account that appears for each line item is based on the vendor purchase account default or the item ID selected. To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.

Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display G/L Account fields in this window. To modify G/L accounts used for this transaction, you must select the Journal button.

2. At the bottom left corner of the window, the selected vendor's balance is displayed. You can click the arrow button to the right of the vendor balance to display the current Vendor Ledgers report for this vendor.
3. Continue entering line items until you have completed the purchase order.

Select the job and the phase and/or cost code to which this transaction applies. To do so

1. In the Job field, click the folder button to display a drop-down list of available jobs, phases, and cost codes (if the job uses them).
2. Click the folder for the job you want to apply these costs to. This will display the list of phases.
3. Click the folder for the phase you want. This will display the list of cost codes, if there are cost codes associated with the phase you selected.
4. Click the cost code you want to select, if necessary. This will close the list of jobs and select that particular job, phase, and cost code.

• When you are finished entering all line items, elect the Print button if you want to print and save the order. Otherwise, click the Save button.

You can attach files, such as Word or Excel documents or pictures, to a purchase order. How do I do this?