How to Delete a Purchase Order

.. Geoff, Apr 26/06

Parts
Workorders
Expenses
Vendor returns

Related Pages
Computer Training: parts
How to create a new part number
How to receive parts into stock
Supercede vs. X-Ref
WorkOrder Procedures
Warranty procedures

Parts:

Easy way:
Intranet > Vendor > Purchase orders > [choose PO number] > Edit

For each line item, simply change the qty ordered and the qty received to zero.

or, for nostalgia buffs the old fashioned way:
put in the same information as the original PO

if the Overnight program can find an exact match, it will delete both records

For example, these don't match, so they won't be deleted:

To fix this, zero out the 'Here' column


Workorders: - Foxpro > Shop > View workorder > Outstanding Purchase Orders. Select the record and press [Ctrl+T] A blue dot appears in front of the record indicating that it is flagged for deletion. (Press [Ctrl+T] again to un-delete). All deleted records are cleared out overnight.


Expenses & POs for Invoices: - Foxpro > View Vendor > View P/O's [Ctrl+T] to flag a record for deletion. It vanishes overnight.

All expense and invoice POs will auto-delete when they are 6 months old. At this point, you can view them with Foxpro > PO > View PO history

It is possible to enter an expense with an invalid vendor code. We put this capability into the system so that we wouldn't lose any purchase orders. However, there is no easy way to delete a PO with an invalid vendor code. Ask Geoff to delete these.


Vendor returns - Foxpro > PO > Vendor Return -- enter the vendor code and the same return number. Simply put in a negative quantity. The program checks to make sure we have a vendor return with this return number on file to modify, then processes your adjustment.

For example: we returned an EL150K1 to PICDelt on return #922. Apparently PICDelt gave us a replacement gauge instead of a credit. In our system we show

Foxpro > PO > Vendor Return:
Vendor: PICDelt
Date: [any date, doesn't matter]
Return#: 922

Part#: EL150K1
Qty: -1

The program asks if you want to Modify or Cancel an existing return. Say yes.

The vendor return program then finds the return record, and as the amounts zero out, deletes them.

This option is useful if a vendor gives us an exchange item instead of issuing us a credit.