Purchase Order Entry

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Purchase Orders can be manually entered in Eclipse. If you use EzyPO then the Purchase Orders will automatically be entered into Eclipse after they have been approved. This will save you countless hours of inputting.

Manual Purchase Order Entry

1. In the main menu bar select Purchase Orders > Purchase Order Entry

2. The Purchase Order Batch window will appear. Select Insert to add a new batch. The  Purchase Order Entry window shown below will appear

Open

 Fields

• Currency - Enter currency as set-up in Control Table/ System Defaults .

• Vendor - Enter Vendor code (usually abbreviation of name). See Vendor Master Maintenance

• P/O Number - Enter a unique number.

• Tax Code - Select the desired tax code.

• Date - Date of entry.

• Description - Description of purchase order.

• Voucher - Enter voucher number.

• P/O Amount – Enter the total amount of the PO (including Vat)

• Tax Amount – Automatically generated based on the Tax Code that was selected

4. Enter the P/O Number which is usually printed in the top right-hand corner of the paper copy of the PO.

5. Select the correct Tax Code for the order

6. Enter the Date of the PO.

7. Enter the Description of goods or services. When it comes time to enter the invoice, this is the description that will be transferred to the invoice description field in the Invoice Entry window. This description is not permanent and can be changed anytime before the invoice is posted. This is also the description that prints on the cheque remittance.

8. The Voucher field is usually left blank however it can be used as an additional PO flagging field. For example, for all vehicles could be flagged with Veh.

Note:  Most users disable the Voucher field in their user entry defaults, so this field may not appear on your screen.

9. Enter the full purchase amount in the P/O Amount field and the net amount is calculated out for you. This saves you the hassle of calculating a net amount.

10. The Tax field is automatically calculated based on the Tax code selected.

11. Select the correct tab for the distribution lines to be entered under Service Tab

Service Tab

This allows you to enter amounts that are not calculations of dates, amounts, rates and so forth. This tab is the traditional way of entering purchase orders, although it highly recommended to use the Inventory and Rental Tab, if you are entering purchase orders that have dates, quantities, rates, etc.

Open

Inventory Tab

Use this if your purchase order has quantity and rates listed. This is a good idea as it will double check calculations for you.

Rental, Accommodation, Hire Tab

If you have any rental purchase orders, then use this tab. When entering dates you have to be careful. You cannot type 16 Aug to 16 Aug, this is not one day, 16-17 Aug is one day. For example, if you are doing a month it will be 16 Aug - 16 Sept.

12. Enter the Chart of Account that the purchase order is coded to.

13. Use purchase order Description for Distribution Description, if applicable. If not, enter relevant description.

14. Enter Amount or Quantity/ Dates/ Rates per distribution line entered.

15. Press Enter and screen will be refreshed if the total of distribution amounts plus tax amount, balance to P/O amount.

16. Once you have entered all of your POs, each one will be listed in the Unposted Purchase Order List window. Select the entry(s) and run an Input Report and double check all of the entered details. Then run a Distribution Report and verify that each transaction will be posted to the correct account number.

17. Once the Accountant approves the Distribution Report select the entry(s) that you would like to post and click on the Post button. The Processing Records window will appear.

18. From the Processing Records window, if you want to print the posting report, click on the Print Posting report checkbox. Otherwise, click on the Post button to complete the final stage of posting the entry.