Multiple Purchase Orders

[James Peterson]

Our main data entry form has a field named "Purchase Order No". It allows entry for one purchase order per invoice/order. Our client now has a client that uses up to five Purchase Order Numbers for any particular order. Also, when paying the invoice/order they pay by reference to the Purchase Order Numbers.

We need to enter multiple Purchase Order Numbers for a single invoice/order. And, we need to be able to look up or find these Purchase Order numbers to apply the payment to the particular invoice/order.

Any suggestions?

[Steve Pick]

RE: Multiple Purchase Orders

James, I am a little confused on how one purchase order is five purchase orders. One of the two needs to be renamed.
It sounds like one purchase order with 5 sheets and the sheet number has to appear with the PO number. I assume then there would be two fields, PO# and sheet number.

On the incoming side one often gets more than one invoice for the same PO.

For entering the invoice I do a look up for the PO# and start entering the invoice header details, ie date, invoice #, amount, shipping, net terms, discount. When that is complete it brings up the items from the ougoign PO in the region of the invoice. I have a single character field in PO_items which I fill when the item appears on the invoice.

After sticking "y"s on all the appropriate items there is a calculation which checks that my original prices equal the amount on the incoming invoice.

The PO_items also have a field for the invoice number which is automatically filled when I place the "Y" and it is color coded to be green if equal to the invoice number in the header and red if it is not.

In that way I can see which particular items in the original PO correspond to which invoice.

If i find the items already have an Invoice # then I know that the invoice has been enterred twice and I need to back out the last entry.

The only slight problem is that I have a calculated field in the child so that I need to to be in the change mode and manually step up through each item to set the multiplier so that i only add item costs fot that particular invoice,

If you understand that last sentence then your are a marvel because I am not sure I do, but I know it works.
Steve

[James Peterson]

RE: Multiple Purchase Orders

Our client's customer sends them an order that references up to 5 of the customers purchase orders. Yes, normally this procedure would be only one p/o per order from the customer. The customer says they cannot change their procedure. And the problem is compounded as when the customer pays they reference their own purchase orders rather than our client invoice number. So our customer has to try to match the customer purchase order number with their invoice numbers.