Create Purchase Orders

To Create a Purchase Order

1. From the ChargeTracker Main Menu, choose Work with Purchase Orders.  The Purchase Order Maintenance window will display any existing purchase orders for your facility.

• Mark the Show Closed Purchase Orders check box to view all purchase orders.  If this box is unmarked, only open purchase orders will be displayed.
• To display purchase orders from a specific vendor, choose the vendor from the available drop down list.
• When applicable, to display purchase orders from a specific facility, choose the facility from the available drop down list.

2. Under Common Tasks, choose Create Purchase Order.
3. Choose from the drop down list the vendor you want to purchase the items from, or use the default selection of Any Vendor.  The items that have an on-hand level below the low level will be displayed. To display all items available from that vendor, regardless of the on-hand level, mark the Show Available Items Regardless of Need check box.

Note: An item must have the following information entered for it to show up under its vendor.  This applies even when " Show Available Items Regardless of Need " check box is marked.

• Par and Low levels must be set for Central Supply
• A Cost record must exist for each vendor from which the item may be ordered.

4. Click the Create Purchase Order button, enter the requested PO number or accept the auto-generated number, and then click OK to create the purchase order.

Purchase Order Maintenance

Modify Billing and Shipping Address information – Click this link under Common Tasks on the left of the PO List in order to modify the address information that appears on the PO.  This setting will apply to all purchase orders.

To view an existing PO, click Work with Purchase Orders from the ChargeTracker tab, or click Return to PO List if already working with a new PO.  

Common Tasks:

When viewing an existing PO, click the View Purchase Order Report to see an updated copy of the PO.  

Click Email Purchase Order Report to Vendor to send an electronic PDF copy of the Purchase Order report to the vendor email address that has been setup for the vendor in Vendor Setup Information.

To Add an Additional Item to a Purchase order

1. Click the Return to PO List from the Common Tasks on the left  OR select Work with Purchase Order from the ChargeTracker tab and select the purchase order.
2. Below the PO line items, click the Add button.
3. Choose the item from the drop down list, and enter quantity of item to order.  Items in this list will only appear if they have a cost record associated with that vendor.
4. Click OK to add the item to the PO.
5. GL Code - The GL code currently assigned to the item on the item maintenance screen will be displayed on the Edit window.  This code can be overwritten by selecting the requested GL code for the line item.  Changing the GL code of the PO’s line item will not change the default GL Code assigned under item maintenance.

To Remove an Item from a Purchase order

1. Click the Return to PO List from the Common Tasks on the left  OR select Work with Purchase Order from the ChargeTracker tab and select the purchase order.
2. In order to remove a line item from a PO, click the button next to the line item to be deleted.
3. Click the Delete button on the edit page to remove the line item from the PO.  If a receive record has already been created for a line item you wish to delete, the item’s receive record will not be removed from the item’s Inventory Control tab.