The following example illustrates the information flow from the Purchase Orders application through the Invoices application.
The purchasing department creates and approves purchase requisition (PR) 98074 for contractors and related materials.
two contract programmers (1,000 hours each)
two personal computers
a software package
rental furniture (desks, chairs)
The purchasing department creates one purchase order (PO) for each vendor (using the Copy PR Line Items to PO action):
PO 98105 -- two contract programmers (1,000 hours each)
PO 98106 -- two personal computers
PO 98107 -- a software package
PO 98108 -- rental furniture (desks, chairs)
When the purchasing department records receipts from each
vendor, they use the appropriate receipts tab in the Receiving application
(and the Select Ordered Services/Items
actions):
PO number |
Materials/services ordered |
Receiving tab used to record receipts |
98105 |
contract programmers |
Service Receipts |
98106 |
personal computers |
Material Receipts |
98107 |
software package |
Material Receipts |
98108 |
desks, chairs |
Material Receipts |
When you receive invoices from the vendors, you use the Invoices application to perform these tasks for each invoice:
On the Invoice tab, record the Invoice identifier and the related PO. The system automatically enters the company data from the PO.
Using the Copy PO Lines action, copy line items from either the receipts or the PO lines to the Invoice Lines tab and match the PO, receipt, and invoice.