Introduction: This page covers how General Purchase Orders, or “GPOs”, are created, what information is entered, how to locate GPOs in the system, and how they post in accounting.
This page explains how to:
You can create a GPO in two places.
In order to create the GPO that will post properly to accounting, there is certain information needed to be included.
*Purchase Order #, Sublet Document #, Ordered By, and Received By are not editable and automatically populate.
**Ext Cost is the Qty times Cost.
***Description, Comments, and other fields can be entered based on what your dealership wants to include.
****If the Entity has an AP Acct assigned to it in CRM, the GL Acct # will populate with that instead of the default from Company Information.
In the bottom right-hand corner are the Order Later, Order Now, and Order & Receive buttons.
Order Later is to save the GPO without ordering it.
Order Now is to place the order now, but you haven’t received the item yet. You will be asked to verify the order. You will see the three buttons change in the bottom right-hand corner to:
Order & Receive is to place and receive the order now, which will post it to accounting. You will be asked to verify the order. You will see the three buttons change in the bottom right-hand corner to:
*Order & Receive will also place the PO on the Purchase Order List-Post to Acct.
In accounting you can search for the GPO by the PO number (Reference Number), or the Entity Reference number. As you can see, the information input on the GPO shows on the accounting transaction.
You will find this transaction in the P1 Journal for the month it was posted in.
If you Order Now, or Order & Receive, you will see that a “Re-Open Ticket” button appears. Clicking this re-opens the GPO, placing it back on the Purchase Order List – Not Fulfilled page.
*If you re-open a GPO that has posted to accounting, the system will create a reversal journal entry and posting journal entry when you receive the GPO again. In accounting there will be the original post, reversal post, and new post.
From any GPO you can search for other GPOs. At the bottom of the GPO, to the left is the Search button. Clicking will open the GPO Search window. Here you enter the information you know about the GPO to find the one you are looking for then click List.