Vendor Purchase Order Sequence

When a Purchase Order is created from the Purchase Order entry, if the P.O. number is left blank, the system will assign the next Purchase Order number available.

However, it is possible from this screen to define a P.O number for specific vendor. I.E. Company X often generated Purchase Orders that are send to Purolator. Because this is a popular vendor in the Company, they want to be able to keep track easily of all purchases done to this vendor. To do so, the Company will create from this screen a P.O. Sequence and define an Alpha code which will represent the starting sequence of each Purchase Order created for this vendor.

The alpha code will be PURO. Therefore, each time an employee creates a new Purchase Order to this vendor, the system will automatically generate a P.O. number with a starting sequence of PURO and then assign the next number available: PURO0001 - PURO002 - PURO003 etc. The P.O. number will increment by one each time a next one is generated in the system.

Add a Purchase Order Sequence

By clicking on Add - the user will be able to create a new sequence for a specific vendor. The user will then need to enter the vendor number on the vendor field, or press F1 to open the search window.

Once the vendor is selected - the Vendor Name will automatically be populated from what is saved in the Vendor Maintenance.

Alpha Code: From this field, this is where the user defined the Prefix to use each time a new Purchase Order is created for this vendor. This will defined the first Letters  of the P.O. sequence of this vendor. This field is can only contains letters and can go up to 10 characters.

From/To: The user will defined the limit of the P.O. sequence of the vendor. The sequence can start to 0 and go up to 9,999,999,999. This will defined the starting number of the P.O. sequence. Each time a new P.O. number is created for this vendor, the P.O. number will increment by one until it reaches the number entered under the To field. Once reach, the P.O. sequence will start all over again.

In this example - next time a Purchase Order is created for vendor 12345 (ABC Company LTD), the P.O. number will be ABC0 and increment by 1 each time: