Updated: July 9, 2021 9:48am

Chapter 19. Purchase Orders

Prism 1.14.7 User's Guide Chapter 19. Purchase Orders PDF

Prism 2.0 User's Guide Chapter 19. Purchase Orders PDF

When merchants need to restock or add new merchandise, they create and send documents called purchase orders (POs) to vendors.  A PO typically includes the following information:

  • Vendor
  • Order, shipping, and cancel dates
  • Special shipping instructions if necessary
  • A list of the items to be ordered and information about those items, including description, price, cost, and the quantity ordered
  • The total cost of the order, including discounts, fees, and taxes

The merchandise ordered on a PO is added into inventory when the merchandise has been received on a voucher referencing that PO.  When a PO has been filled or cancelled, it should be deleted.  The permanent record of the items purchased is provided by receiving vouchers.
When creating a purchase order (or voucher), the user must enter a Vendor Code (the unique code that identifies the vendor). When creating a voucher, the user can enter a PO # and bring the items/quantities from the PO to the voucher, updating the PO Fill Status. Before creating purchase orders, make sure you configure related RP Prism permissions and preferences.