Purchase Orders Overview

The Purchase Order file gives you the option to view and edit your vendor shopping list before printing.

Purchase Orders are outgoing documents;
Frame Orders are internal documents.

See: Purchase Order vs Frame Order and How to Create a Frame Order

The Purchase Order gives you the option to view and edit your vendor shopping list before printing.
It also works in conjunction with the automatic inventory system to display Quantity On Hand and Footage or Quantity required. Items received on the order can be put into inventory directly from the Purchase Order screen.
Materials and supplies can be preset to be ordered from a specific vendor in the Price Codes file. Purchase Orders are only created for vendors identified in the Order From field in the Price Codes File.

FrameReady Webinar: Purchase Order Ins and Outs

YouTube link: https://youtu.be/WDmZj89Fwuo

Before You Begin

You've put a Work Order together, and now you want to know what materials to order from what vendor. In FrameReady, this is called a Frame Order.
First, you need to add your vendors into the Contacts file.
Then, your framing materials need to be linked to the correct vendor.
See: Set up Purchase Orders

The Purchase Order Cycle

Framing materials are added to create the Work Orders.
By default, all new Work Orders are flagged as 'ready to be ordered.'

You must manually exclude those that are not: by changing the Work Order to an Estimate, or putting it on Hold, or clicking the Cancel Frame Order button.
When you generate the PO, the framing materials from those flagged Work Orders are added (and the flag is removed).
When items are received, use the Purchase Order screen to update your inventory.

Important: If you create Work Orders for testing, learning or pricing purposes, then be sure to either delete those Work Orders or change them to Estimates. Doing so prevents those framing materials from being ordered!

Purchase Order Notes

Purchase Orders are only created for vendors listed in the Order From field in the Price Codes. Price Code items that have not been set (i.e. the Order From field is empty) do not appear on the PO. See: Set up Purchase Order
When using the automatic inventory system in the Price Codes file, the Purchase Order displays the Quantity On Hand.
The Footage or Quantity required for each item is determined from the information in the Work Order file.
Work Orders flagged as 'ready to be ordered' can be individually excluded from the FO/PO by clicking the Cancel Frame Order button.
Materials and supplies can be set to be ordered from a specific vendor. See: How to Add Supply Items to Purchase Order
See: Work Order Materials List

Under the Hood

Purchase Order File Relationships

There are four FrameReady files that work in conjunction with the Purchase Order file: Main Menu, Contacts, Work Orders and Price Codes. Each has a different relationship and purpose.

The Main Menu creates Purchase Orders

Purchase Orders can be created on the Main Menu > Create Purchase Order > Auto-Create Frame Order or Auto-Create Product Order.
By checking the box, Create Purchase Orders, FrameReady creates a Frame Order and optional Purchase Orders for all of the vendors identified in the Price Codes file. The list is based on all of the new Work Orders created since the last time you placed your order.
The Main Menu keeps track of when the last order was placed and will only reference Work Orders created after that date. This same function can be accessed from the Purchase Order file by clicking on Auto-Create Frame Order button.
A blank PO can be created in the Purchase Orders file at any time.

The Contacts File identifies Vendors

Vendors from whom you order must be entered in the Contacts file and have a value entered in the Account # field in order for them to appear in the Order From drop-down menu.
It is also recommended that all vendors be assigned as "Supplier" in the Keywords. This will help to easily exclude them from mailing lists or quickly find them when giving notification of address changes.

The Work Orders File provides list of Items

FrameReady locates all Work Orders (that were created after the last framing order was printed) which are marked as incomplete or have been re-selected for order by clicking on the Select for Frame Order side bar button.
All materials entered on the Work Order are added to the Purchase Order (provided the Order From field is correctlly set).
Items which are not required can be manually removed from the Purchase Order.

The Price Codes File links Vendors and Products

Purchase Orders can only be created for vendors who have been selected by the Order From sidebar button in the Price Codes file. All items from a vendor can be identified using this function.
If a vendor has been correctly set, then their Company name and address appears on the Price Codes screen.