What does it do? Use Purchase Order Entry to enter existing purchase orders or to enter information for the printing of new purchase orders. You can either enter information that you have entered/printed yourself outside of Schoolbooks, or you can let Schoolbooks print your purchase orders for you.
  1. Select Entry at the top toolbar, then choose Purchase Order Entry.
    • Note: When you first begin Using Schoolbooks, you'll want to enter any existing purchase orders which are still open now. Once you have entered your existing purchase orders, you'll be able to print an Open Purchase Order Report to see all your outstanding purchase orders.
  2. Click the +Add function. Then enter the required information for the Purchase Order Header noted below.
    • PO No: If you are entering a purchase order that already exists/generated elsewhere, or you are manually entering a PO that you do not want printed, you will type in the PO number here. If you want Schoolbooks to assign a temporary number which will be used until the PO is printed and a real purchase order number is assigned, then click "#". 
    • Vendor Code: Enter the vendor code for the selected vendor or click the drop-down menu for the existing vendor.
    • Type: Choose a PO Type for the purchase order.
      • Standard PO is any purchase order that is issued to one Vendor. It refers to a regular PO for a one time shipment. If fully received, this PO will be removed from the Open PO file during period end processing. 
      • Blanket PO is a purchase order that allows multiple invoices against each detail line and will NOT be removed during period end processing.
      • Multi-vendor PO is a purchase order that can be used by several vendors.
        • Note: You can change the type of a PO from Standard to Blanket and from Blanket to Standard as long as the status reads "Open"
  3. Select +Add Item function. The enter the required information for the Purchase Order Items noted below. 
    • Line Type: Enter "Amount" if this is a flat amount and not a number of individual items. Enter "Item" if you want to enter an Item Number and track quantity ordered and quantity received. Example, if you think you're going to spend about $10,000 this year with the soda company, use "Amount" rather than trying to guess "how many" sodas you are going to purchase.
    • Purpose: Enter the purpose or description for this expense. The purpose entered for each line item will be updated to the general ledger when a check for this item is ultimately paid. When you print a check, the purpose on the top line item prints on the check stub as a description for the invoice.
    • GL Account number: Enter the account number for this expenditure or use the drop-down menu to lookup the account number. The system will display the account description.
    • Authorized by: Enter the name or initials of the individual/group who authorized this expenditure. 
    • Quality/Amount: Enter the quantity or amount ordered. For an item line, if you are purchasing 10 trophies at $3.50 each, you would enter "10" in this field. For an amount line, if you are purchasing 10 trophies at $3.50 each, you would enter "35.00" in this field.
  4. Save & Continue if you are ready to move on to the next item. Save & Exit to close the Add Item window.
  5. Submit once you have enter all your items and ready to save or print your PO.