How to: Create a purchase order for a non-inventory item (miscellaneous purchase order).

Environment: Comsense Enterprise

Security Requirements:

• Product Master
  • Create a New Product Master
  • Save a Product Master
• Purchase Order
  • Create a New Purchase Order
  • Open a Purchase Order
  • Save a Purchase Order
  • Allow Non-Stock Expense Products

In this article: 

About Miscellaneous Purchase Orders

Miscellaneous purchase orders are purchase orders for non-inventory items such as shop supplies, office supplies, or any other expense item. You can add expense items as a special product by:

• Creating a general expense product that is editable at the time of the purchase order
• Creating multiple expense products by expense type
  • E.g. Expense - Office Supplies, Expense - Shop Supplies, etc.

If you are unsure which method is best for your company, Contact Support.

Creating an Expense Product

You must create the expense product as a special product in the Product Master window. To create an expense as a special product, you require a:

• Miscellaneous product type
• Miscellaneous manufacturer
• Miscellaneous Expense product category

If your system does not already have a Miscellaneous product type, manufacturer, or product category, a system administrator must create these before proceeding with building the product.

Accessing Product Master

Enterprise > Inventory/Purchasing > Product Master

Building the Product

Creating a Special Product

In the Product Master window, Click New and Click Special Product.

Filling in the Product Details

In the Special Product window:

1. Select Miscellaneous as the category type

2. Select a Manufacturer
   • Every product must have a manufacturer, we suggest using one of your own created manufacturers

3. Select Miscellaneous Expense as the product category

4. Enter the:
   1. Short description
      • E.g. Expense or Expense - Shop Supplies
   2. Catalog number
   3. Full description

5. Click OK

Selecting the Product Type

In the Product Master window, Select Expense as the product type and Click Save & Close.

Creating a Miscellaneous Purchase Order

Creating a Purchase Order

In the Purchase Order window, Create a Purchase Order with the appropriate supplier, remit to, and warehouse.

Adding the Purchase Order Line Item

*Note: The Managed Product window automatically filters stock products. Always clear the filter line item before searching your expense product.

In the Purchase Order window:

1. Right-click in the Product tab
2. Click Add Purchase Order Line Item

In the Managed Product window:

3. Clear the filter line item

4. Select the Expense product Using the Selection Tool

5. Click OK

Updating the Purchase Order Line Item

*Note: Expense product line items can be updated in the purchase order to reflect your purchase. 

On the purchase order line item:

1. Update the description if required

2. Enter the unit cost

3. Complete the Purchase Order process as usual