Create a purchase order

Available in Microsoft Office Accounting Professional 2009 only.

You can create a purchase order for any vendor that has an active or inactive status. A purchase order is generally used for purchasing stock items from a vendor. It contains contact information for the vendor and lists the items being ordered. It also contains payment and shipping terms and prices. The purchase order tracks the status of the order by showing whether items have been partially or completely received.

 Tip   If you frequently create purchase orders that have the same field or line item information, you can save a purchase order as a template that you can reuse. For more information, see Create a recurring document.

You can create purchase orders for either services, or for products and services.

Office Accounting 2009 can save you time by automatically entering a preferred vendor name on a purchase order in certain situations. For more information, see About preferred vendors.

  1. Do one of the following:

On the Vendors menu, point to New, and then click New Purchase Order.

  1. On the Customers menu, point to New, and then click New Sales Order.
  2. Enter the information on the Sales Order form.
  3. On the File menu, click Save.
  4. On the Actions menu, click Create Purchase Order.

 Note   This option does not create separate purchase orders for preferred vendors. All items on the sales order are listed on the new purchase order that opens. Do not use this option if the items on the sales order are linked to multiple preferred vendors.

If Accounting 2009 reminds you of item shortages, you can use the Reorder Inventory dialog box to create a purchase order.

  1. Do one of the following:
    • In the Item List, select the items that you want to reorder, and then on the Actions menu, click Reorder Inventory.
    • On a Purchase Order form, on the Actions menu, click Reorder Inventory.
    • On the Company home page, in the Reminders pane, double-click Inventory Reorder Point, and then double-click the item that you want to reorder.
  2. Select the items that you want to reorder, and then click OK.
  1. On the Vendors menu, point to Vendor Lists, and then click Purchase Orders.
  2. Double-click the purchase order that you want to copy.
  3. On the File menu, click Copy and Edit.

The new purchase order opens with the vendor information and line items from the original. It has a new number, the date is set to the current date, and the status is set to Not Received.

  1. Enter the information on the Purchase Order form.
  2. On the toolbar, do one of the following:
    • To close the form, click Save and Close.
    • To create another purchase order, click Save and New.
    • To save the purchase order as a template that you can reuse, click Recurring.
 
 
Applies to:
Accounting 2009