The New Purchase Order screen is used to create an issued Purchase Order for a vendor.
What this screen is for
Use New Purchase Order to create a new PO for inventory items, non-inventory items, or work-order-linked purchasing lines.
For outside-service work order operations, use the Outside Service PO generator when possible so the PO lines are linked to the correct work order operation.
Screen path
Dashboard > Purchasing > Purchase Orders > New Purchase Order
Header fields
The PO header includes:
| Field | Notes |
|---|---|
Vendor |
Search and select by vendor code or vendor name. Selecting a vendor defaults currency, payment terms, shipping method, FOB, default GL account, buyer, and Pay To address when available. |
Pay To Address |
Vendor remittance address copied from the vendor record when available. |
Ship To Address |
Company address copied from tenant configuration when available. |
Order Date |
Defaults to today. |
Required Date |
Required before creating the PO. |
Payment Terms |
Required before creating the PO. |
Shipping Method |
Optional shipping method for the PO. |
Currency |
Defaults from the vendor or USD. |
Exchange Rate |
Accepts up to 6 decimal places. |
Notes |
Optional PO header notes. |
Line fields
The line table includes:
| Column | What it does |
|---|---|
Part Number |
Select an inventory part, or type a non-inventory item code. |
Description |
Defaults from inventory when a part is selected; editable on the PO. |
Stock UOM |
Shows inventory UOM for inventory parts. Non-inventory lines allow UOM entry. |
Stock Qty |
Quantity stored on the PO line. |
Stock Unit Cost |
Unit cost stored on the PO line. |
GL Account |
Required for every line. Inventory parts default by product line; non-inventory can use the vendor default GL account. |
Work Order |
Optional direct link to an open work order. When selected, the line is forced to WIP account 1210 and treated as non-inventory. |
Amount |
Quantity multiplied by unit cost. |
Notes |
Optional line notes. |
Action |
Delete the line before the PO is created. |
Use Add Line to add another PO line.
Supplier UOM rows
When an inventory part has a purchasing UOM or supplier part number, PAX shows a vendor-view row below the line.
The vendor-view row shows supplier part number, purchasing UOM, conversion information, supplier quantity, supplier unit price, and supplier amount. Editing supplier quantity or supplier price updates the stock quantity or stock unit cost saved on the PO line.
Non-inventory warning
If a line uses a part number that does not exist in inventory, PAX shows Non-Inventory Items Warning before creating the PO.
Choose Continue to Create only when the line should be non-inventory. Non-inventory lines do not update inventory quantity on order or inventory receipt records.
What happens behind the scenes
PAX validates vendor, PO date, required date, payment terms, line part numbers, descriptions, quantities, unit prices, and GL accounts.
When the PO is created, PAX generates a PO number using the current year plus a sequence number, saves the header and line records, creates the PO as Issued, and opens the PO PDF.
Inventory PO lines increase quantity on order. Non-inventory and work-order-linked lines do not create normal inventory on-order quantity.