Dynamics F/SCM Customer Experience (CRM) Dynamics GP Dynamics Business Central (NAV) Dynamics SL Power Platform Fabric Copilot

[Patti Skaleski]

Hi All

Does anyone enter Purchase Orders for non-inventory items?  (ex) Limited use marketing materials, etc.
I would like to be able to run a smartlist of items on order, provide a PO number to the
vendor and have an order history in GP without creating an item card for everything. 
Any information would be greatly appreciated.

Thank you,
Patti Skaleski
Terry Naturally/Europharma
955 Challenger Dr
Green Bay, WI  54311

——————————
Patti Skaleski
Inventory/Purchasing
Europharma Inc.
Green Bay WI
——————————

[David Hatfield]

Hi Patti,

Yes, you can create enter non-inventory items on a PO.  When you enter an Item ID, if the Item ID does not exist in Inventory, then GP recognizes it as a non-inventory item.  So, every line item needs an Item ID, but the Item ID does not have to exist in inventory.  I recommend that you enter a short name in the Item ID and then a longer description in the Item Description field.  You can enter the default expense account in the item detail window.  This account will be used when you match the invoice to the PO.  You can then use the Purchase Line Items Smartlist to view line item history with PO numbers and Vendor information.

Please let me know if this information was helpful.  I am also available to connect via GoToAssist, free of charge, to help you resolve any GP issues.

Thanks,
David

#Purchasing #SmartList 
?????

——————————
David Hatfield
CEO, Vital Partners, LLC
david@vp.care
——————————
——————————————-

[Shari Bruno]

Hi?

?For service POs we created non-inventory items such as Advertising, Mailing, etc but started the Item ID with X- to group them together: X-Advertising, X-Mailing, etc. 

We created Drop Ship POs that used these items, and Enter/Match Invoice for processing.

If we expected to receive multiple invoices against the PO we would use the total dollar amount as the Quantity, and $1.00 as the Unit Cost. So a $10,000 total cost would have 10,000 units of $1. If a $500 invoice was received we would  Enter/Match Invoice for 500 units, or whatever the amount was including change.

In SmartList, Purchasing, Purchase Order Lines you can create a report for item IDs that start with X-, or whatever naming convention you decide, and include PO number, etc as needed. What you can’t do is get a report of what is received. If you need that type of information then you need to create inventory items and create Standard POs.

One note on the Item IDs, we used a handful of service Item IDs and used the Description to add more detail. We then added the Description field to the SmartList.

Last note – I’m saying this in past tense because we had to change our process when we implemented Requisitions through ReQlogic. But for 13 years we used the process above and it served us well.

——————————
Shari Bruno
Accounting Operations Manager
Bible League International
Crete, IL
——————————
——————————————-

[Patti Skaleski]

Thanks @DavidHatfield and @ShariBruno
I will try a couple test PO’s and then will probably have
a couple more questions.?

——————————
Patti Skaleski
Inventory/Purchasing
Europharma Inc.
Green Bay WI
——————————
——————————————-

[Ben Litjen]

One of the key benefits to using one of the better add-on requisition/PO solutions is their ability to easily handle non-inventory items. eRequester, Paramount, Reqlogic all handle this really well and have a ton of other benefits beyond using the native GP PO module. I obviously have a preference as to which is best but would recommend you take a look at all the options in addition to what is native in GP. 
Best,

——————————
Ben Litjen
CEO
eRequester
(206) 256-0771 x112
benl@erequester.com
Seattle WA
——————————
——————————————-