Entering a Purchase Order using Navigation Lists in Microsoft Dynamics GP

Today I want to walk you through entering a purchase order in the Purchase Order Processing (POP) module from Microsoft Dynamics GP.

Originally Posted 9/20/12

(The attached video includes all of the information in the text below for those of you who prefer to “watch it” rather than “read it.”)

Today I want to walk you through entering a purchase order in the Purchase Order Processing (POP) module from Microsoft Dynamics GP.

Today I want to walk you through entering a purchase order in the Purchase Order Processing (POP) module from Microsoft Dynamics GP. We’re going to create this purchase order using the list on the navigation pane rather than using the traditional approach of pallets or the menu at the top.

From the Purchasing button on the left side of your Dynamics GP window click on the purchasing button. In the white area above the buttons you will see several options, click on Vendors and you will notice that a list of vendors appears in your window.

If you select one vendor in particular by clicking on the box to the left of the vendor name you will see detailed information about that vendor appear at the bottom. This information includes:

  • Contact name
  • Address
  • Your current balance with this vendor
  • Your last check amount to this vendor
  • Your last check date to this vendor
  • The default payment terms for this vendor
  • The total amount on order (existing purchase orders with a status of Released)
  • The amount billed year to date
  • The amount paid year to date
  • The amount billed last year

Please note that the year to date amounts and the last year amounts are based on the amounts from the time you close the year in payables Management, not actual calendar or fiscal period years.

With the vendor selected, several of the buttons at the top will become available for use. To create a new purchase order, simply click on “Standard Purchase Order” option in the “New” section in the ribbon (at the top of the window.)  The Purchase Order Entry window will appear with the vendor ID already populated. You can then continue to enter in the purchase order information as appropriate.

Once the Purchase Order is been released, the Purchase Order amount will appear for that vendor in the list.  This amount will not include trade discount, freight, miscellaneous, or tax amounts.  A Purchase Order is considered Released when it has been entered, saved AND PRINTED.  GP assumes that a Purchase Order that has been entered and saved MAY not be approved or ordered yet.  The status of New will change to Released when the Purchase Order is printed, emailed, or if at least one purchase order line changes to Released.  If the Purchase Order is on hold, printing or emailing the purchase order will not change the status.  Partially receiving items against a purchase order will change the status to Released.  The final method to change the status of a Purchase Order to Released is manually through the “Edit Purchase Order” window under Purchasing Transactions.

The video attached to this posting, will walk you through all of the steps including reviewing the economic order level while entering in the purchase order.  The economic order level can be found in the “Item Vendors Maintenance” window in the Inventory Control module.

When a vendor is selected in the list view, there were several forms of activities that can be performed:

  • Open Credit and Payment documents can be applied to open Invoices
  • Documents can be placed on hold
  • Documents can have holds removed
  • Documents have certain fields edited
  • Documents can be viewed in a transaction window.


From the “All Purchasing Transaction” window, you can choose to include or exclude Historic Documents and continue with more actions including:

  • Printing Documents
  • Emailing Documents
  • Receiving against Purchase Orders
  • Apply Documents
  • Editing Documents

Restrictions can be placed on these lists and saved to reduce the volume of vendors or transactions that you are reviewing will cover this in a later blog post


Author: Belinda Allen

Belinda Allen (Microsoft MVP) is both a Microsoft Certified Professional for Dynamics GP (MCP) and a Microsoft Certified Trainer (MCT). She is also the co-founder of Smith & Allen Consulting, Inc. (www.saci.com), a business management software consulting firm for over 24 years. Belinda began implementing ERP systems so long ago that Windows was not an operating system, but an application. Larger businesses used old Main Frames with monitors that were Green and Black and smaller business did accounting by hand. Having seen the evolution that has taken place over the years from pieces of paper to analytics, Belinda still gets excited every time she helps a business improve. Belinda is also well known for her Blog www.BelindaTheGPcsi.com. Her blog is about sharing really useful information about the product quickly and succinctly. She has earned the nickname GP CSI because she excels at reviewing GP problems and figuring what went wrong and why. With followers all over the Globe she is able to share knowledge and achieve her mission: “To Improve the Lives and Business Success of my Followers.” In her time off, Belinda enjoys sailing, woodturning, crochet/knitting, sewing/quilting, reading and playing the ukulele (Belinda often participates in Ukulele Jams in NYC.)

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