There are many advantages to using a Purchase Order system to place orders and receive merchandise into inventory. Since most merchandise orders are done in the "off season," many facilities have extra time to complete the purchase order process. Doing so expedites the receiving process, which saves time in mid season when merchandise is arriving and when time is more precious. In addition, it allows for a much more accurate cost of goods.

Creating a Purchase Order

1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) View | Purchasing and Receiving.

3) Select the Purchasing tab.

4) Select a vendor from the vendor pull-down menu. If the vendor does not appear in the list, add it by clicking on the ellipse to the right of the vendor field.

5) Click the New button.

6) Select an item from the item pull-down menu. Items from the selected vendor appear in the pull-down menu and items with no vendor appear in a grey background. To add a new item select File | Add New Sales Item.

7) Enter the quantity to be ordered and hit tab.

8) If the unit cost is incorrect, enter the correct amount and hit tab.

9) Enter any other costs associated with the item (not the total order) and hit tab.

10) Tab to the customer field.

11) Select a customer from the customer pull-down menu if this item is for a specific customer and hit tab.

12) Enter item, any specific notes and hit tab.

13) Repeat steps 6) - 12) to add other items to this purchase order. To delete an item, click the Delete Item button in the upper right corner.

14) Enter other costs associated with the total order in the Purchase Order Other costs field.

15) Enter a reference, i.e. Spring Titleist Order, in the Ref. Name field to simplify recalling this PO.

16) Click on the Est. Ship Date pull-down menu and select the estimated ship date.

17) Enter the vendor‟s PO number in the Order X Ref field.

18) If you want to attach a note to the entire order, type the note in the Note field.

19) By default, taxes are not placed on the purchase order. If your facility pays taxes on the order, click on the tax checkbox and the appropriate taxes are computed. Alternatively, estimate the taxes and enter them in the Purchase Order Other Costs field to be summed into the total PO.

20) To complete the Purchase Order, click the Post button.

21) When the print preview window appears, click the printer button to print a copy. File this copy with the vendor‟s purchase order.

22) Close the print preview window by clicking the Windows close button in the upper right corner.

23) Create another purchase order or exit the Purchasing and Receiving module by clicking Exit.

24) Upon closing, a prompt asks to print item labels processed in your session. Yes, brings up the Item labels screen with the items you received. Otherwise to later print labels, select View | Items Labels menu item.

Modifying a Purchase Order

1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) View | Purchasing and Receiving.

3) Select the Purchasing tab.

4) Select a vendor from the vendor pull-down menu.

5) Click the Recall button.

6) Select which orders to display: all, opened or filled. Filled orders are those received to packing slip or invoice. A preview pane at the bottom displays order details. Select your order and click the OK button.

7) Make the desired changes to this PO. To delete an item, highlight the item and click the Delete Item button in the upper right corner.

8) When all modifications and/or additions are done, click the Post button.

9) Click Yes to print the purchase order.

10) When the print preview window appears, click the printer button to print a copy. File this copy with the vendor‟s purchase order.

11) Close the print preview window by clicking the Windows close button in the upper right corner.

12) You can create another purchase order or exit the Purchasing and Receiving module by clicking Exit.

13) Upon closing, a prompt asks to print item labels processed in your session. Yes, brings up the Item labels screen with the items you received. To print labels later, select View | Items Labels menu item.

Deleting a Purchase Order

A purchase order cannot be deleted if any portion of it has been received, either by packing slip or by invoice.

1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) View | Purchasing and Receiving.

3) Select the Purchasing tab.

4) Select a vendor from the vendor pull-down menu.

5) Click the Recall button.

6) Select open orders. A preview pane at the bottom displays order details. Select your order and click the OK button.

7) After the order appears on the screen, click the Delete Ord button.

8) Answer Yes to delete the order.

9) You can exit the Purchasing and Receiving module by clicking Exit.

10) Upon closing, a prompt asks to print item labels processed in your session. Yes, brings up the Item labels screen with the items you received. To print labels later, select View | Items Labels menu item.

Receiving Merchandise to Packing Slip from Purchase Order

1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) View | Purchasing and Receiving.

3) Select the Purchasing tab.

4) Select a vendor from the vendor pull-down menu.

5) Click the Recall button.

6) Select open orders. A preview pane at the bottom displays order details. Select your order and click the OK button.

7) Click the To Pack Slip button.

8) The purchase order now moves to the Receiving, Packing Slip tab.

9) Modify anything on this order or add more items, as described in the procedure to create a purchase order. If an item is back ordered, enter a quantity of 0 and a back order is automatically created. If you do not plan on receiving it, delete the item by clicking the Delete Item button in the upper right corner and no back order is created.

10) The item costs on the packing slip average with the current item costs resulting in a new average cost.

11) Enter the Packing Slip number from the vendor‟s packing slip in the Packing Slip # field.

12) Enter any other costs for this order in the Packing Slip Other costs field.

13) Enter a reference name, i.e. Spring Titleist Order, in the Ref. Name field to ease recalling in the future.

14) To modify the actual receive date, click on the Actual Receive Date pull-down menu and select the proper date from the calendar. This date is a reporting function only. Setting this to the past does not post-date this item in inventory.

15) To attach a note to the entire order, type the note in the Note field.

16) By default, taxes are not placed on the purchase order. If your facility pays taxes on the order, click on the tax checkbox and the appropriate taxes are computed. Alternatively, enter the taxes from the vendor‟s order into the Packing Slip Other Costs field to be averaged across all items on the packing slip.

17) To complete the packing slip and enter these items into inventory, click the Post button.

18) Click Yes to print a copy of the packing slip.

19) When the print preview window appears, click the printer button to print a copy. File this copy with the vendor‟s purchase order.

20) Close the print preview window by clicking the Windows close button in the upper right corner.

21) The repricing window appears, allowing you to make changes to the margin, markup, retail price or minimum price. The item purchasing and receiving history appears at the bottom to aid with your repricing decision.

22) When finished with adjustments, click the OK button.

23) Verify your changes are correct and click the Yes button.

24) When the repricing screen appears in print preview mode, click the printer button and file it with the packing slips and purchase orders.

25) Close the print preview screen with the Windows close button in the upper right corner.

26) Exit the Purchasing and Receiving module by clicking Exit.

27) Upon closing, a prompt asks to print item labels processed in your session. Yes, brings up the Item labels screen with the items you received. To print labels later, select View | Items Labels menu item.

Receiving Merchandise to Invoice from Purchase Order

1) Do steps 1) - 6) Receiving Merchandise to Packing Slip from Purchase Order above.

2) Click the To Invoice button.

3) The purchase order moves to the Receiving, Vendor Invoice tab.

4) Do steps 9) - 15) Receiving Merchandise to Packing Slip from Purchase Order above.

5) By default, taxes are not placed on the purchase order. If your facility pays taxes on the order, click on the tax checkbox and the appropriate taxes are computed. Alternatively, enter the taxes from the vendor‟s order into the Invoice Other Costs field to be averaged across all items on the Invoice.

6) To complete the invoice and enter these items into inventory, click the Post button.

7) A prompt asks to verify that the vendor‟s invoice total matches the total on the screen. If it does, click Yes and continue. Otherwise click No and re-edit the invoice.

8) Click Yes to print a copy of the invoice.

9) Do steps 19) - 27) Receiving Merchandise to Packing Slip from Purchase Order above.

Receiving Merchandise to Packing Slip without Purchase Order

1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) View | Purchasing and Receiving.

3) Select the Receiving tab and then the Packing Slip subtab.

4) Do steps 4) - 13) Creating a Purchase Order above.

5) Do steps 10) - 27) Receiving Merchandise to Packing Slip from Purchase Order above.

Receiving Merchandise to Invoice without Purchase Order

1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) View | Purchasing and Receiving.

3) Select the Receiving tab and then the Vendor Invoice subtab.

4) Do step 4) - 13) Creating a Purchase Order above.

5) Do step 4) - 9) Receiving Merchandise to Invoice from Purchase Order above.

Updating Costs from Packing Slip to Invoice

1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) View | Purchasing and Receiving.

3) Select the Receiving tab and then the Packing Slip subtab.

4) Click the Recall button.

5) Select open orders. A preview pane at the bottom displays order details. Select your order and click the OK button.

6) Do step 2) - 9) Receiving Merchandise to Invoice from Purchase Order above.

Reprinting Purchase Orders, Packing Slips or Invoices

You can easily reprint a purchase order, packing slip or invoice.

1) Log into Fore! Reservations, and go to View | Fore! Sell.

2) View | Purchasing and Receiving.

3) For purchase orders, select the Purchasing tab; for packing slips select Receiving | Packing Slip tab; and for invoices select Receiving | Invoice tab.

4) Select a vendor from the vendor pull-down menu.

5) Click the Recall button.

6) For orders and packing slips, select which orders to display: all, opened or filled. Filled orders are those received to packing slip or invoice, filled packing slips are those received to Invoice.

7) A preview pane at the bottom displays order details. Select your order and click the OK button.

8) Select File | Reprint.

9) When the order appears in the print preview window, click the Printer button.

10) Close the print preview window with the Windows close button in the upper right corner.

11) Click the Cancel button and then the Exit button.

12) Upon closing, a prompt asks to print item labels processed in your session. Yes, brings up the Item labels screen with the items you received. To print labels later, select View | Items Labels menu item.