Purchase Orders

Purchase Orders Overview

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.

 

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

Before You Create Your First PO

Before creating your first PO, you must set up a link between your suppliers and the materials/products you order from them.

See: Setting up your Purchase Orders

The Purchase Order Cycle

1. You add framing materials to your Work Orders.

2. 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, putting it on Hold or clicking the Cancel Frame Order button.)

3. When you generate the PO, the framing materials from those flagged Work Orders are added (and the flag is removed).

4. 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 identified 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

Purchase Order Screens Explained

Form View

• Purchase Orders Form View

• Frame Order Window

Getting Started with Purchase Orders

• Purchase Order vs Frame Order - know the difference!

• Set up Purchase Orders

How-to Articles

• Add Supply Items to a Purchase Order

• Cancel a Frame Order

• How to create: a Blank Purchase Order, a Purchase Order for Products, a Frame Order List for Suppliers, a Purchase Order with Cut Lists

• Accept a Purchase Order

• Consolidate Items on a Purchase Order

• Order Supply Items by the Box

Purchase Order File Relationships

Four FrameReady files 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 the Purchase Orders

• The Purchase Order can be created through Main Menu > Purchase Orders section > New Purchase Order button > Auto-Create Frame Order or Auto-Create Product Order.
  
  The Frame Order dialog window appears.

• By ticking the Create Purchase Orders checkbox, FrameReady creates a Frame Order and a Purchase Order for all of the vendors identified in the Price Codes file.

• The list FrameReady uses is based on all new Work Orders created since the last time you placed your order (that is, all Work Orders that have been selected for Frame Order).

• The Main Menu keeps track of when the last order was placed and only references 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 the 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 identified in the Keywords as Supplier (this can help to keep them off mailing lists or quickly find them when giving notification of address changes.)

The Work Orders File provides the List of Items

• FrameReady locates all Work Orders (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 sidebar button.

• All materials entered on the Work Order are added to the Purchase Order.

• Items not required can be deleted from the Purchase Order.

The Price Codes File links Vendors and Products

• Purchase Orders will 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 selected, their Company name and address appear on the Price Codes screen.