To add inventory quantities a new purchase order in TSS XP, you must either use the Adjust Inventory Quantities inside of the Inventory item or create and receive a Purchase Order. Below is an example of creating and receiving a PO.
- Under the Inventory menu on the left, choose Orders and Returns.
- In the browse window, click on New. After entering your user information, a new blank PO will be created.
The fields on the PO are described as follows:
Order Type - Purchase or a Return
Order Date - go to the Orders and Returns section and then click New.
Order Information: This section is used to enter some base information for the order, see table below.
| Field | Description |
|---|---|
| Order Type | Purchase to receive product or Return to send product back to a vendor. |
| Order Date | The date of the order |
| When Required |
...
| This is a 10 character free type field. Default value of ASAP will be entered if left blank. | |
| Ship Via |
...
| Free type field, usually set to UPS, FEDEX, etc. | |
| FOB |
...
| Indicates which party will be responsible for shipping costs. | |
| Terms |
...
| Payment terms of the PO. | |
| Vendor Contact |
...
| Free type field to be used to enter a contact name at the vendor. | |
| Order # |
...
| The PO# is automatically generated. |
...
Vendor Information - Pressing F6 or clicking the ellipse (...) button will allow you to browse and select a vendor.
Ship To: Will default to company address in TSS, can be changed to alternate address if needed.
Adding Products
Vendor Information:
This section is used to enter the vendor's information, existing vendors can also be looked up using F6 or the ellipse button in the vendor name field.
Ship To:
Ship to populates with your company information by default.
Adding Products
To add products to your PO, enter the quantity and do one of the following:. To Look Up a Product By Make - Continue to the Make field, type in either the full Make or partial and press F6. To Look Up a Product By Model - Continue to the Model field, type in either the full Model or partial and press F6. To Enter an Item Not Already In Inventory - Enter the Make, Model and Cost desired. Upon saving the PO, you will be prompted if you wish to add to inventory.
After all products have been entered, click on Save. Now you are ready to print your PO and submit to your Vendor. After all products are entered and you are certain no changes will need to be made, you can now post your PO by selecting Functions-Post PO.
Posting Purchase Order:
To post the purchase order click on functions, then Post Order.
(NOTE: If there is a chance that the order could contain different products upon receipt, you should wait to post until you are ready to receive)
Purchase Order has now been posted.
Receive Product:
To receive items, go to Functions and Receive Product.
A On the receive purchase order items window appears.
To receive a product, enter the quantity of items received. You can also modify the cost of these inventory items at this time if needed.
Select Yes if changing cost and then select Next.
Another window appears with the received items., and click next.
You can now enter the serial number and also the vendor invoice # at this time. When done select Save.You are also asked if you want to print the report, print labels and create an AP invoice.
If you are only receiving some items and not all of a posted purchase order:
Go to Functions- Receive Product
Enter the amount of inventory that is being partially received.
Select Next.
When you select Next you are prompted with two options:
- Select YES if you want to back order items and receive the remaining items later.
When done select Save.
You are also asked if you want to print the report, print labels and create an AP invoice.
2. Select No if you want to cancel the remaining order.
When done select Save.
You are also asked if you want to print the report, print labels and create an AP invoice.
To receive Back-Ordered products:
Open the PO and choose Receive Products. The Receive Products screen will show as normal but will now ONLY show the remaining products you have to receive.
Click Next and continue to receive as above.
you will be prompted if you want to print labels or create an accounts payable.
