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John Cardinal
2021-09-06 19:37:56 +00:00
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docs/8.0/ayanova/docs/inv-purchase-orders.md
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[Incomplete - under construction]
Notes:
PO Number editing
This feature is provided primarily in cases where imported data has unwanted PO numbers that need to be re-assigned to other numbers. (some v7 users with Microsoft SQL server had numbers jump into high ranges due to a SQL server bug)
Normally you would never change these numbers, just let the system handle it automatically
BizAdmin role can edit the PO number, however it doesn't change the auto po number generator next value, so, for example if the last generated number was 10 and an existing po is edited to change the number from 7 to 11; when the next new PO is made, it will be automatically assigned number 11 and there will then be two number 11's.
To avoid this use this feature of editing PO numbers in conjunction with the reset serial number feature under global settings to ensure no duplicates.
i.e. lets say you have the last po number auto generated is 10, you could reset the auto generated number to 20 to free up a block of 10 numbers to use on existing po's.
(case 3864) When NEW+ Po Item, when select a Part, the PO Cost and Vendor Number is NOT filled in UNTIL select Save for that PO Item.
WITH NOTE: Vendor Number can ONLY fill in automatically IF selected vendor for the PO is either the part's selected Wholesaler OR Alternative Wholesaler.
On "first" save, Vendor Number overwrites ANYTHING manually entered into the PO Cost field AND that has been manually entered into the Vendor Number field, overwriting with the actual part cost existing, and with the actual vendor number that is existing for the selected part. Once have saved at least once, THEN can edit.
## OVERVIEW
Purchase order entry screen available when "Use inventory" is selected in Global settings.
## Inventory in AyaNova
The AyaNova inventory system is "live" and affected instantly when a PO or Work Order are saved with any *changes* of the Received or consumed quantity (respectively) for a part. This means that when you receive 10 parts on a PO they will be available for use immediately on work orders etc. If the PO is then edited to change the 10 to a 5, the inventory is immediately updated to remove the 5 that are now not received.
If a work order consumes a quantity of 5 for a part and is saved that amount is *immediately* removed from inventory. If the work order is subsequently edited to change the 5 to a 3 then a quantity of 2 is immediately returned to inventory upon saving the changed work order.
All inventory changes are tracked in a blockchain inside your AyaNova database and this block chain can be viewed in the Inventory transactions data table. Inventory transactions are required for any change of inventory and the inventory transaction blockchain is the only repository for inventory quantities in AyaNova.
## New PO Item first save
PO item fields are filled in upon first **save** of the PO Item. When first saved the Vendor Number and Cost fields will be updated (overwriting anything entered manaully in them before save) automatically. After that point it's safe to edit the vendor number of cost manually as it will not be overwritten in subsequent saves.
Note that the "Vendor Number" will only be filled in automatically if the selected vendor for the PO is either the Part's matching Wholesaler or Alternative Wholesaler
## PO Number editing
The PO Number automatically generated by AyaNova can be changed to another number manually by a user with the Business Admin Role. Generally you would never need to change a PO number however this feature is provided primarily for those that are importing data from a previous version of AyaNova. Changing a PO number manually has no effect on the next PO Number automatically generated in sequence, however you *can* change that particular next sequence number in the form accessed from: Administration -> Global Settings -> Set next seed number.
For example if the last generated number was 10 and an existing po is edited to change the number from 7 to 11; when the next new PO is made, it will be automatically assigned number 11 and there will then be two number 11's. To avoid this use this feature of editing PO numbers in conjunction with the reset serial number feature under global settings to ensure no duplicates. i.e. lets say you have the last po number auto generated is 10, you could reset the auto generated number to 20 to free up a block of 10 numbers to use on existing po's.