Creating a Purchase Order for a Non-Inventory Item (Miscellaneous Purchase Order)

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

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Enterprise Navigation menu; shows the location of Inventory/Purchasing and Product Master.

Building the Product

Creating a Special Product

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

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Product Master window; shows the location of New and Special Product.

Filling in the Product Details

In the Special Product window:

  1. Select Miscellaneous as the category type
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Special Product window; shows the Category drop-down list and the location of M - Miscellaneous.
  1. Select a Manufacturer
    • Every product must have a manufacturer, we suggest using one of your own created manufacturers
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Special Product window; shows the Manufacturer field drop-down list.
  1. Select Miscellaneous Expense as the product category
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Special Product window; shows the Product Category drop-down list and the location of Miscellaneous Expense.
  1. Enter the:
    1. Short description
      • E.g. Expense or Expense - Shop Supplies
    2. Catalog number
    3. Full description
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Special Product window; shows the short Description field, Catalog Number field, and Full Description field.
  1. Click OK

Selecting the Product Type

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

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Product Master winow; shows the Product Type field drop-down list and the location of Expense.

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.

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Purchase Order window; shows the Supplier field, Remit to field, and Warehouse field.

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
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Purchase Order window; shows the Product tab's right-click menu and the location of Add Purchase Order Line Item.

In the Managed Product window:

  1. Clear the filter line item
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Managed Product window; shows a cleared filter line item.
  1. Select the Expense product Using the Selection Tool
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Managed Product window; shows the expense item in the Selected pane.
  1. 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
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Purchase Order window; shows the expense line item with an updated description.
  1. Enter the unit cost
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Purchase Order window; shows the unit cost field of the expense line item.
  1. Complete the Purchase Order process as usual
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