Purchasing Follow

The Purchasing menu contains two primary screens used to manage purchasing activities and vendor information.

• Purchase Orders: Allows users to create, manage, and track purchase orders throughout the procurement process. Purchase Orders can be linked to estimates and orders to record outsourced work, materials, or services purchased from vendors. This screen also provides visibility into existing purchase orders and their current status.
• Vendors: Maintains the vendor records used throughout the system. From this screen, users can create new vendors, update existing vendor information, and manage the vendor database. Vendors created here are available for selection when creating Purchase Orders.

Together, the Purchase Orders and Vendors screens provide the tools needed to manage supplier relationships, track purchasing activity, and ensure that external costs associated with jobs and orders are accurately recorded in Midnight.

The Purchase Order Search screen allows users to search for and filter purchase orders using one or more search criteria. This makes it easy to locate specific purchase orders, review purchasing activity, and track vendor-related expenses.

By default, the screen displays all Purchase Orders in the system, sorted by the most recently entered records first. This provides quick access to the latest purchasing activity without requiring any search criteria.

Once a Purchase Order has been located, you can click the Purchase Order Number or Project Name to open and view the full record.

The following fields are displayed on the Purchase Order Search screen:

• PO #: The system-generated Purchase Order number used to uniquely identify the purchase order.
• Record Type: Indicates whether the record is a Purchase Request (Request) or a Purchase Order (PO).
• Vendor: The name of the vendor associated with the purchase order.
• Project: The name of the project linked to the purchase order.
• Contact: The primary contact person at the vendor.
• Ordered By: The employee who created the purchase order.
• Order #: The order number associated with the purchase order.
• Enter Date: The date the purchase order was created in the system.
• Ship Date: The date the purchased items were shipped by the vendor.
• Invoice Date: The date the vendor invoice was issued or recorded.
• Close Date: The date the purchase order was closed and marked complete.

The Request and Purchase Order indicators at the top of the screen identify the record type. A record can exist as either a Purchase Order Request, Purchase Order or a Pre Purchase Order.

The remaining fields on the Purchase Order Details screen include:

• Vendor: The vendor supplying the materials, products, or services associated with the purchase order.
• Contact: The primary contact person at the vendor.
• Order By: The date by which the materials or services should be ordered.
• Order #: The order number associated with the purchase order.
• Company: The company associated with the purchase order.
• Project: The name of the project linked to the purchase order.
• Phone: The vendor's phone number.
• Fax: The vendor's fax number.
• Email: The email address of the vendor or vendor contact.
• Terms: The payment terms associated with the purchase order.
• Invoice: The vendor invoice number related to the purchase order.
• PO #: The system-generated Purchase Order number used to uniquely identify the record.
• Enter Date: The date the purchase order was created or entered into the system.
• Invoice Date: The date the vendor invoice was received or recorded.
• Ship Date: The date the vendor is expected to ship the order.
• Close Date: The date the purchase order was completed and closed.
• Expected Date: The anticipated delivery date for the purchased materials or services.

The bottom portion of the Purchase Order Details screen contains the Items Ordered grid. This is where all items being purchased from the vendor are entered and managed. Each line item can include details such as the item name, description, quantity, unit cost, and total price.

The Items Ordered section serves as the primary area for documenting the materials, products, or services being purchased on the selected Purchase Order.

Additional actions available within the grid include:

• Magnifying Glass Icon: Opens a detailed view of the selected item, allowing you to review additional inventory and purchasing information.
• Green Plus (+) Icon: Allows you to Copy and create a new inventory item. 

The Purchase Order Detail section contains the details for each item being purchased on the Purchase Order. The following fields are available:

• Description: A description of the item being purchased.
• Item: The inventory item being ordered from the vendor.
• PO UM: The Purchase Order Unit of Measure used when ordering the item, such as Each, Per 100, or Per 1,000.
• Qty: The quantity of the item being ordered.
• Base Factor: The base conversion factor assigned by Midnight and used for unit-of-measure calculations.
• BUM: The item's Base Unit of Measure.
• Markup %: The percentage markup applied to the item cost.
• Unit Price: The cost per unit of the item.
• Ext Price: The extended price for the line item, calculated based on the quantity and unit price.
• + Markup: The total line item cost after markup has been applied.
• Order #: The order number associated with the purchased item.
• Material In: The date the materials were received from the vendor.
• Qty Received: The quantity of the item that has been received.
• Production Comments: Notes and instructions that will appear on associated Work Orders and can be used to communicate important production-related information.
• Expected Date: The anticipated delivery date for the item.
• Accounting GLID: The General Ledger ID used for accounting integration and financial reporting.
• Accounting Item Code: The accounting item code assigned to the item for accounting system integration.

The following fields are displayed on the Vendor Search screen:

• Vendor: The name of the vendor.
• Code: The vendor code used by Midnight to uniquely identify the vendor.
• Address: The vendor's street address.
• City: The city where the vendor is located.
• State: The state where the vendor is located.
• Phone: The vendor's primary phone number or the phone number of the vendor contact.
• Active: Indicates whether the vendor record is currently active.

In addition to the standard search fields, the Vendor Search screen includes an Extended Search option that allows users to search using custom fields and other advanced criteria.

The following fields are available:

• Company: The name of the vendor company.
• Contact Name: The primary contact person at the vendor.
• Address: The vendor's street address.
• City: The city where the vendor is located.
• St/Prov: The state or province where the vendor is located.
• Zip/Postal: The vendor's ZIP code or postal code.
• Country: The country where the vendor is located.
• Print Company: The company that performs printing or production services for the vendor, if applicable.
• Code: The unique vendor code used by Midnight to identify the vendor.
• Phone: The vendor's primary phone number or the phone number of the designated contact.
• Fax: The vendor's fax number.
• Email: The email address of the vendor contact.
• URL: The vendor's website address.
• Terms: The payment terms associated with the vendor.
• Active: Indicates whether the vendor is active and available for use within the system.