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Purchase Order Types or better method

  • 1.  Purchase Order Types or better method

    Posted Jan 26, 2021 03:16 PM

    Is there a way to add a purchase order type - I see Standard, Drop-Ship, Blanket and Drop Ship Blanket.

    Here is what we are trying to do ...

    We have items that are not inventory or set up inventory that we order for our engineers.  Inventory items go in one GL account (defaults from the item) and the items ordered by the engineers goes into another GL until it is sold to a customer as a completed item.  We do not use projects, bill of material or manufacturing at this time.  The customer sees only one price and not all the detail or list of parts.  The engineer usually tracks his cost on a spreadsheet … it pulls the cost from the purchase orders via the purchase order number designation.

    Or is there a way for it to default to the second GL if the item is not an inventory item?  It may still need to be changed sometimes, but it would still save time overall.

    Looking for ideas.

    Thank you ahead of time.

    Debbie Janssen
    Accounting (AR and AP) and GP Maint
    Sure Controls Inc.
    Greenville WI
    Academy - Online Interactive Learning from Experts

  • 2.  RE: Purchase Order Types or better method

    Posted Jan 26, 2021 03:30 PM
    You can set the account in Tools > Setup > Posting > Posting Accounts > Purchasing > Purchases. This account will be defaulted any time you enter an item that doesn't have a purchasing account (e.g. non-inventoried items)

    Matthew Arp
    Business Systems Developer
    Hunton Group
    Houston TX

    Academy - Online Interactive Learning from Experts

  • 3.  RE: Purchase Order Types or better method

    Posted 21 days ago
    @Debbie Janssen
    It sounds like you track the value of the engineer items in GL as opposed have those costs go direct to a cost of goods/expense account.
    If this is true, you could still set those items up as items in the inventory module and just associate a different inventory (or WIP type account) as the main inventory account.  You could do this by setting up different classes in inventory and setting the "inventory" account in those classes.
    Hope that makes sense.

    Windi Epperson
    Customer Support Manager
    Njevity, Inc
    Norman OK
    720-870-9700 x104

    Academy - Online Interactive Learning from Experts

  • 4.  RE: Purchase Order Types or better method

    Posted 20 days ago
    Hi @Debbie Janssen

    Some great advice on here, but just wanted to be super clear:

    The GL Account Number used in purchase orders has zero to do with the type.  The type determines the route of the PO so:
    Standard is where you are ordering from a vendor and the vendor is shipping to you - this is the usual way
    Drop Ship is where you are ordering from a vendor and asking that vendor to ship the items to your customer.  (this usually involves tying to a Sales Order in your system)
    Both Blankets can be looked at as the recurring forms of the above types.

    The GL Account number is determined at the item level (IF you've setup the item as an Inventory Item in GP).  Bear in mind you can setup items as Miscellaneous if you do not actually count the stock as in 'non-inventory'.

    Otherwise, you can simply key in an 'item' and if it does NOT exist as a pre-setup item in GP's inventory module then the GL Account number comes from here:

    Which is why if you want to control what division/department, etc an item is for it is best to create an item and then multiple sites in GP.  Site setups in inventory can choose to override a segment of the GL based on what site you decide to order from or sell from (sites are in cards in inventory):

    This way you can have one item, but use the site setup to control the full GL Posting account.

    Best of luck!

    Jo deRuiter
    🌟 GPUG AllStar 2019
    💫Granite Award Winner 2018,2019
    Atlanta Chapter Leader
    Credential Council Co-Chair
    Aisling Dynamics Consulting, LLC
    ERP Practice Manager
    Alpharetta, GA

    Academy - Online Interactive Learning from Experts

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