Purchase Order

Purchase Order tab

Donor/Vendor Ref - Name * Select the donor/vendor you are ordering from.

Purchase Order Ref * Depending on the setups by your food bank administrator, if this field is greyed it will be auto assigned otherwise enter a unique reference number for this purchase order.

Warehouse * This is the default warehouse and can be change if needed (this is the location you expect the product to be received in).

Donor/Vendor Contact This defaults to the main contact associated with this donor/vendor. If this contact is not the correct one then select the correct contact from the list of available contacts. If it is not listed it must be added to the donor/vendor profile first.

Donor/Vendor Address This defaults to the main address for this donor/vendor. If this address is not the correct address select the correct address from the list of available addresses. If it is not listed it must be added to the donor/vendor profile first.

Source Reference No This field is used to track an additional reference such as a PO# or Order# from the donor/vendor.

Approved If no approval is necessary this box is automatically checked or once a pending approval is made it will be checked.

Donation Type Select the correct donation type from the drop-down to specify what type of transaction this is. Example: Purchase or None to specify a non-donation. These are set up by the food bank administrator.

Originated (Ref) Name Defaults to what was set up for this donor in Product/Donor Maintenance. This specifies what kind of receipt the product is, which receipts will be printed for this donation, and which group and column the poundage will appear on the Quarterly Poundage report (for example USDA, Purchased, etc.).

Only one originated code is assigned to each purchase order. If the purchase order contains products of different originated types, then separate receipts need to be generated.

Origin City This defaults to the city set up for the donor/vendor but it can be changed.

Delivery Method Select the correct method of delivery for this Purchase Order. This is used to specify how the product will get received. Example: Pickup by Food Bank/ Delivered by Donor or Acme Trucking (these are set up by the food bank administrator).

Delivered By This field is used to be more specific about the delivery. You can enter a specific truck or a driver's name.

Expected Date This is the date you expect to receive the products.

Confirmed Date Display only. This date does not apply to Purchase Orders.

Total Amount Display Only. This is the total Food Bank Cost of all products on this Purchase Order. The system will calculate this total automatically as product is added to the Purchase Order.

Total Freight If the vendor will charge freight to deliver the products on this Purchase Order, enter the total amount.

Comment Add any additional information you want.