Purchase Order form: options and information

Available in Microsoft Office Accounting Professional 2009 only.

A purchase order is generally used for purchasing stock items from a vendor and can be created for either services or products and services. You can create a purchase order for any vendor with an Active status. For more information, see About purchase orders.

Tip: If you frequently create purchase orders that contain the same information, you can save a purchase order as a template that you can reuse. For more information, see Create a recurring document.

Open the form

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

Customize the form

You can customize a Purchase Order form to meet your company's needs by adding, moving, or removing fields. You can also rename field and group header names.

  • On the View menu, click Modify Layout.

Note: When you save a modified form, Microsoft Office Accounting 2009 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

Form options

Form options and descriptions

Option

Description

Top section of form

Date

Displays the current date. Click the arrow next to Date to open the calendar and select another date.

No

Displays a unique identifier for the document. It is based on incremental sequencing from the previous form of the same type. You can enter a different purchase order number.

Vendor name

(Required.) Click the arrow next to Vendor name to select a vendor, or select Add a new Vendor. If you type the first letters of an active vendor's name, the list opens to the appropriate vendor. Inactive vendors do not appear on the vendor list, but you can enter an inactive vendor by typing the vendor name.

Notes: 

  • If you create a purchase order for an item and a preferred vendor is entered on the item record, the vendor name is automatically entered.

  • If there is no preferred vendor, but there is only one supplier for the item, this vendor name is automatically entered.

  • You can overwrite an automatically entered vendor name.

Contact name

Displays the primary business contact name entered in the vendor record. If the primary business contact name is not in the vendor record, the first contact name with information appears. Click the arrow next to Contact name to select other contacts in the vendor record.

Address

Displays the business address entered in the vendor record. Click the arrow next to Address to select other addresses in the vendor record.

Ship to

Displays the Ship to address entered in the vendor record. Click the arrow next to Ship to to select a different address from the vendor record.

Phone

Displays the primary contact's number if it is entered in the vendor record. If there is no primary contact on the form, the vendor's phone number appears. Click the arrow next to Phone to select another available number.

Payment terms

Displays the payment terms entered in the vendor record. Click the arrow next to Payment terms to select another payment term, or select Add a new Payment Term. If you change the payment terms, the vendor bill due date may change as well.

Shipping terms

Displays the shipping terms that are selected in the Default shipping term field in the Preferences dialog box. Click the arrow next to Shipping terms to select another shipping term, or click Add a new Shipping Term.

Shipping method

Displays the shipping method entered in the vendor record. Click the arrow next to Shipping method to select another shipping method, or click Add a new Shipping Method.

Delivery date

Displays the delivery date for the purchased items. Click the arrow next to Delivery date to open the calendar to select another delivery date.

Exchange rate

Displays the exchange rate between the vendor account currency and U.S. dollars (USD) when Office Accounting 2009 is set up to use foreign currency.

Items and expenses table

Type

The information that you can enter on a line is determined by your selection in the Type column. For each line, click Type   button image , and then select the type of entry you want to add.

Add an expense

Expense accounts track financial transactions and can be used for operating expense purchases (for example, office supplies) or buying assets.

Option

Description

Name

Click the arrow to select an account, or select Add a new Financial Account. If you entered an account in the Expense account field on the Details tab of a Vendor form, the account is automatically entered. You can change the account if you choose.

Description

Displays the description linked to the selected account. You can edit this column.

Qty.

If necessary, type the quantity purchased in units.

Unit Price

If necessary, type the price per unit.

*When Accounting 2009 is set up to use foreign currency, the amount is displayed in the vendor account currency.

Line Total

Displays the Qty. column multiplied by the Unit Price column. You can type the total in this column and not enter information in the Qty. or Unit Price columns.

When Accounting 2009 is set up to use foreign currency, the amount is displayed in the vendor account currency.

Job Name

This field is available if you selected to track your expenses by job in the Preferences dialog box. Click the arrow to select a job, or click Add a new Job.

Billable

Select the Billable check box if the line item can be billed to a customer.

Class

This field is available if you selected to track your expenses by class in the Preferences dialog box. Click the arrow to select a class, or select Add a new Class.

Add an item

If you select Item, the following columns are activated.

Option

Description

Name

Click the arrow to select an item, or select Add a new Item.

Description

Displays the description entered on the item record. You can edit this column.

On Hand

Displays the quantity of an item currently on hand.

Qty.

You can type an integer or decimal quantity. For more information, see Change a quantity on a purchase order.

Note: If you enter a negative quantity for an inventory item, you restore the item to your inventory.
If you enter a positive quantity, you sell that item to a customer and remove it from inventory.

Unit Price

Displays the cost per unit based on the cost records in Office Accounting 2009. You can edit this column. For more information, see Change a price on a purchase order.

When Accounting 2009 is set up to use foreign currency, the amount is displayed in the vendor account currency.

Line Total

Displays the Qty. field multiplied by the Unit Price field. You can edit this column.

When Accounting 2009 is set up to use foreign currency, the amount is displayed in the vendor account currency.

Job Name

This column is available if you selected to track your expenses by job in the Preferences dialog box. Click the arrow to select a job, or select Add a new Job.

Billable

Select the Billable check box if the line item can be billed to a customer.

Class

This column is available if you selected to track your expenses by class in the Preferences dialog box. Click the arrow to select a class, or select Add a new Class.

Add a comment

A Comment is an additional line of text that appears on the printed purchase order. Only the Description, Job Name, and Class columns are activated.

Modify the table

You can make some changes directly in the Items and expenses table.

Option

Description

Delete a line

Select a line, right-click, and then click Delete on the shortcut menu. To delete a line on a saved purchase order, you must edit it.

Insert a line

Select a line, right-click, and then click Insert on the shortcut menu. A new line is inserted above the selected line. To insert a line on a saved purchase order, you must edit it.

Move a column

Click the column heading and drag it to where you want it.

Bottom section of form

Memo

Enter additional comments or information about the purchase order for your records only.

Reference

You can reference documents related to the purchase order. This information prints on the form.

Add Links

Click Add Links to link vendor-related records, files, reports, or pictures to the purchase order. Only the application icon and document name appear in the field. If you open a link, you are opening the original document or report, not a copy. To delete a link, highlight the link name, and then press DELETE.

Total

Displays the total amount of the purchase order. This field cannot be edited.

Total (USD)

Displays the total amount in U.S. dollars (USD) when Accounting 2009 is set up to use foreign currency.

For more information about using foreign currency in Accounting 2009, see Use foreign currency.

Additional actions

Actions menu commands

Click

To

New Purchase Order

Create a purchase order.

Receive Items

Receive items from a saved purchase order.

Receive Bill

Enter a vendor bill from a saved purchase order.

Reorder Inventory

Select items to reorder.

Recurring

Save the document as a template that you can reuse.

Transaction History

Open the Transaction History report for the open record.

E-Mail Purchase Order

Send purchase orders in e-mail.

Export to Word

Export a purchase order to Microsoft Office Word for editing.

Manage Word Templates

Open the Manage Microsoft Office Word Templates dialog box to manage Word templates by creating, modifying, or editing different purchase order templates for use in Word.

Manage E-Mail Cover Letters

Open the Manage E-Mail Cover Letter dialog box to manage the messages that are included when you send purchase orders by e-mail.

Related topics

Create a purchase order by copying and editing

Print a purchase order

Find bills or item receipts in a list

About time and materials jobs

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