Set up a simple Purchase Order 

Why set up a purchase order? 

A purchase order is a document created when you order goods or services from a vendor. You can manually create purchase orders without specifying a location, or they can be generated from purchase quotes and blanket purchase orders. 

How to set up a purchase order? 

1. Select Purchasing from the Wiise landing page. From the drop-down menu, select Purchase Orders. Select the related link and the page displays.  
    
   Note: If you can’t see the Purchasing menu, select +Purchase Order from the Actions menu or search for Purchase Orders on the top right-hand corner of the page and select the related link to display the page.   
2. The purchase order list is displayed with Status.  
   
3. Select +New to set up a new purchase order. The purchase order card displays four sections (Fasttabs) that are General, Lines, Invoice Details, Shipment and Payment, and Prepayment. 
   
   Note: You can set up a new purchase order for a new vendor or an existing vendor.  
   
   Note: If the vendor doesn’t exist in your list, you’ll be prompted to set up a new vendor card.  
4. Fill in the following fields:
   1. General section: 
       
      1. The Vendor No. and Vendor Name fields are required to specify the vendor for the order. 
      2. Enter the vendor’s address and contact details in the Buy-from sub-section. 
      3. Document Date: The date on which the purchase order is created. It is usually updated to reflect the supplier's invoice date and is used to calculate due dates.
      4. Posting Date: the date the order is posted. 
      5. Due Date: When the vendor's invoice must be paid. 
         
         Note: Wiise calculates the Due Date based on the document date and the Payment Terms Code in the Invoice Details section, which specifies the payment period, such as 7 or 14 days from receipt.  
      6. Order Date: this is the date on which the order placed with the supplier 
      7. The Status field indicates whether the purchase document is open, waiting for approval, has been invoiced for prepayment, or has been released to the next stage of processing. You can manually change the Status to: 
         1. Released: For the next stage of processing to receive goods or create an invoice. 
         2. Reopen: To modify the purchase order details after approval. Approved documents with the Released status must be reopened before changes can be made. 
   2. Lines section: 
       
      1. The Lines section is where you add the goods or services being purchased.
      2. In the Type field, select what you’re purchasing. When you select an Item, you can add additional information like No., Location Code, Quantity, Unit of Measure Code, and Price.   
         1. The Location Code is the location you select to receive the order. This selection impacts inventory tracking and item availability. You do not need to select a location if none is required to track the inventory.  
         2. The Quantity is the number of goods or services being ordered. 
         
         Note: Find out how to add non-inventory items to your purchase orders 
   3. For the other purchase order sections such as Invoice Details, Shipping and Payment, and Prepayment, some of these fields will be filled in automatically, but some need to be filled in manually. You can update the details based on your requirements. 
5. Once updated, select Home. Then, select Release, then select Release. Your purchase order Status is updated from Open to Released.   
   
6. Note: When you want to change the purchase order details that are in the Released status, you’ll need to Reopen the document before you can make changes.   
7. Select Home. Then, select Post. From the drop-down menu, select Post.  
   
8. You’re prompted to select one of the three options which are Receive, Invoice and Receive and Invoice.  
    
   1. Select Receive to record the receipt of goods from the vendor. 
   2. Select Invoice to convert the purchase order into a purchase invoice. 
   3. Select Receive and Invoice to record the receipt of goods and post the purchase order as an invoice. 
9. For this scenario, select Receive. Then, select OK to continue or select Cancel to cancel the process.   
10. When you select OK, the Quantity Received field in the Lines section is updated for the item.  
     
11. Select Print/Send to email, print, or attach the purchase order confirmation as a PDF for the vendor. 
12. Select Home. Then, select Post. From the drop-down menu, select Post.  
13. Select Invoice. Then, select OK.  
14. A message box displays to inform you that a posted purchase invoice has been created.  
     
15. Select Yes to open the posted invoice or select No to stay on the purchase order page. 
16. You’ve set up a purchase order.  
    
    

What’s next? 

Find out how to set up a purchase order with a location and put-away option enabled or set up a purchase order with a location and warehouse receipt option enabled.

You can also set up a blanket purchase order and then process a purchase invoice. 

If you have any questions, please reach out to support@wiise.com