Purchase Order Line

Line data for the Purchase Order is on the right 2/3 of the layout. These lines are contained in a field object that is called a "Portal" in FileMaker language.

Purchase Order line info

‚Äč

To add a new line, click on the green button at the bottom left of the Purchase Order Line portal.

This brings up a new window on the left side of the screen. The window shows all the items from that vendor. Only items from that vendor appear in the list. The window takes up 1/3 of the layout and covers the header data. This allows you to see portal populate with line data as items are selected.

Items available from PO vendor

To filter the list, type into the field at the top (when empty, the field reads: "SKU to filter list"). Click the minus icon to the right of the field to clear its contents.

Filter the list of items from a vendor

Anatomy of the Selection List

Each line in the selection list if packed with information.

Item list has four columns

This is a breakdown of the line into 4 different columns moving from left to right.

Column 1 contains the SKU, the item name, the quantity available at that warehouse, the quantity on another purchase order for that warehouse, and the unit of measure.

Column 2 contains the minimum purchase quantity that this vendor requires. This is set up on the Vendor information through the Item layout.

Column 3 contains the receiving quantity and unit of measure. This is the unit in which you sell the item.

Column 4 is a Select button. Click this button when you want to add an item to you Purchase Order Line.

Purchase Quantity vs Sell Quantity

In many cases, the minimum purchase quantity and the receiving quantity will be the same. However, there may be times when the vendor requires a minimum purchase that is in a different unit than you sell. In this example, this particular vendor requires a minimum purchase of one case. You sell them by the unit and each case has 25 units, so you receive 25.

Minimum purchase and receiving quantities

This is set up in the Vendor list on the Item layout.

Minimum purchase is defined on the Item/Vendor layout.

Making a Selection

To add an item to the Purchase Order Line, click the Select button. This will bring up another window in which you enter the quantity you want to purchase.

Selecting a quantity

Click OK to complete the process and the item will appear in the Purchase Order Lines (a.k.a. the portal).

Item added and ready for next selection

In cases where the purchase quantity does not match the selling quantity (as explained above), the quantity window will alert the user to the correct numbers that can be ordered. The user, however, can enter any number. The process informs the user but doesn't limit the user. This provides greater flexibility to order a quantity that is not a standard quantity for that vendor.

Minimum purchase quantity selection