Purchasing Tab – Print Reach Help Center

The Purchasing tab contains the Purchase orders screen, and the Vendors screen. The Purchase Orders screen allows you to create new PO's to attach to orders, and track existing PO's. The Vendors screen allows users to view and create Vendors for developing Purchase Orders.

Purchase Order search

The Purchase Order Search screen allows you to type in one or more parameters for filtering the list of
purchase orders in your system. By default, you will see all of the Purchase Orders sorted by most recently entered.

Once a Purchase Order is located, you can click on the Purchase Order Number or Project name to access the record. The following describes the functions on the Purchase Order Search Screen:

PO #: Midnight generated number that identifies purchase orders.
Record Type: Whether it is a Request or PO.
Vendor: The Vendor name.
Project: The name of the project.
Contact: The contact at the vendor.
Ordered By: The name of the person who created the Purchase Order.
Order #: The number of the order attached to the PO.
Enter Date: The date the order was entered.
Ship Date: The date the order was shipped.
Invoice Date: The date the invoice was created.
Close Date: The date the PO was closed.

Purchase Order details screen

When clicking on the highlighted blue part of a Purchase Order on the search screen, you will be see the PO details screen.

The Request and purchase order dots at the top represent whether the PO is a Preliminary purchase request or a Purchase Order. The rest of the fields are:

Vendor: The Vendor providing for the PO.
Contact: The contact at the company.
Order By: The date the materials should be ordered by.
Order #: The number of the order attached to the PO.
Company: The company assisting in the PO.
Project: The name of the PO project.
Phone: The phone number of the company.
Fax: The fax number of the company.
Email: The email of the company/contact.
Terms: The terms applying to the PO.
Invoice: The number of the invoice relating to the PO
Po #: The PO number of the Purchase order.
Enter Date: The date the information was entered.
Invoice Date: The date the invoice was received/created.
Ship Date: The date the PO should be shipped by.
Close Date: The date the PO is closed.
Expected Date: The date you expect the delivery of the Order.

Items Ordered

The bottom half of the screen is the Items Ordered chart. This is the source to enter everything being ordered from the vendor on the selected PO. This includes Item names, Descriptions, Quantities, and Prices.

By Clicking the Small Magnifying Glass Icon you will see more detail information. By clicking the small green plus sign you can do a Quick Add to the inventory if Item does not exist.

The information being filled out on these screens is:

Description: The description of the item.
Item: The item that is being ordered.
PO UM: The unit of measurement, whether it is Per or per 1000.
Qty: How much of the item is being ordered.
Base Factor: The base factor of the items. This number is assigned by midnight.
BUM: The base unit of measurement for the item.
Markup %: How much percent the item is marked up at.
Unit Price: The price per unit of the item.
Ext Price: The total price of all the items.
+ Markup: The Total price of the order including the markup.
Order #: The order number of the item.
Material in: The date the materials were received.
Qty Rcvd: The quantity of the items received.
Production Comments: These will show on Work Orders
Expected Date: Date this item is expected
Accounting GLID: Information for accounting
Accountings Item Code: Information for accounting

Billing/Shipping

The Billing/Shipping tab next to the Items Ordered screen pulls in default billing and shipping address information for use on the Purchase Order. Each of the addresses will default to the Company Address information, but can always be changed at any time.

The address information on the Shipping/Billing tab is to be used on the printed Purchase Order reports. As
mentioned above, on all new Purchase Orders, the information comes from your Company Address information
in the Administration section.

These fields have previously been covered in many articles. Refer to these previous articles of you require assistance in understanding these.

Vendor search Screen

The Vendor search screen allows users to view and find the vendors currently available in midnight and in their system.

The fields on this screen are:

Vendor: The name of the Vendor
Code: The code of the vendor used for identification by midnight.
Address: The address of the vendor.
City: What city the vendor is based in.
State: What state the vendor is based in.
Phone: The phone number of the Vendor, or the contact at the vendor.
Active: A Yes or No answer on whether the vendor is active or not.

In addition to the search fields, the Vendor search screen also contains an extended search screen where the user can enter custom defined fields. The other field is the New Vendor screen.

Vendor Details

The Vendor Details tab shows detailed information about the selected vendor. This field is the same as the New Vendor one, however the New Vendor field is empty.

The fields here are:

Company: The name of the vendor.
Contact Name: The name of the contact at the company.
Address: The address of the vendor.
City: The name of the city the Vendor is based in.
St/Prov: The state or province where the Vendor is.
Zip/Postal: The zip or postal code of the company.
Country: The country where the company is.
Company: The company that does printing processes for the Vendor.
Code: The code used by midnight assigned by the company.
Phone: The phone number of the company or the contact.
Fax: The fax number of the company..
Email: The email of the contact at the company.
URL: The URL for the company's website.
Terms: The Terms that apply to the company.
Active: Whether the Vendor is active and appears in the system, or not.

In addition to the fields describing the vendor's basic details and location, there is also a space for Notes, Contacts, Frequently Purchased Items, and Attachments.

Notes: The notes tab contains a field to enter notes and comments about the vendor.
Contacts: The contacts tab contains all the Contacts at the company.
Frequently Purchased Items: This contains a list of Items, Vendor codes, Descriptions, and Unit Prices.
Attachments: This tab contains a list of attached Documents, which says the Document type and the file name.