The Guava ERP Purchase Order Processing course explores the primary features in the Guava ERP purchasing lifecycle, including purchase order setup, purchase order entry, shipment receipts and returns, and shipment invoicing. This course examines the implications of each Purchase Order Processing setup option and how they can be tailored to meet your business requirements.

Audience Profile

Purchase Order Processing training is recommended for anyone who plans to implement, use, maintain, consult, or support Guava ERP. The class is targeted toward data entry clerks, administrators, office managers, CEOs, and consultants who need to understand the technical aspects of purchasing and gain foundational knowledge of the application functionality.


Before attending this course, students must have:

  • General knowledge of Microsoft Windows
  • Knowledge of basic navigation functions in Guava ERP
  • Completed General Ledger and/or Payables Management training

At Course Completion

After completing this course, students should be able to:

  • Enter Purchase Orders, Receipts, and Returns
  • Enter Drop-Ship and Standard Blanket Purchase Orders
  • Copy item details from an existing Purchase Order
  • Use inquiry screens and reports to extract and analyze appropriate information to maintain and improve business processes
  • Understand how Purchase Order Processing integrates with the Accounts Payable module
  • Enter Landed Costs at the time you enter the receipt of inventory
  • Enter Landed Costs after the items have been received
  • Close the Purchasing module
  • Define set up options for the module that allow you to customize your system to better fit your organization’s unique needs

Course Outline

Module 1: Overview and Setup

This module introduces you to Purchase Order Processing in Guava ERP by examining the core processes used in each step of the Purchase Order Processing lifecycle. This module helps you understand the default system and user options defined in the Purchase Order Processing Setup window and how they affect Purchase Order Processing transactions, such as purchase order entry, shipment receipts, returns, and invoice entry. Lessons:

  • Features and Benefits
  • Purchase Order Processing Setup
  • User-Defined Fields for PO Receipts
  • Purchasing Tax Schedules
  • Revalue for Cost Variances
  • Buyer Maintenance
  • Landed Costs

Lab : Purchase Order Processing Setup

Module 2: Entering Purchase Orders

This module examines the processes of entering and printing purchase orders. It also reviews the types of purchase orders available and the steps for processing each order type. This module also examines how to set up a replenishment method to automatically generate purchase orders when inventory items are running low. Lessons:

  • Purchase Order Entry
  • Linking Purchase Orders to Sales Orders
  • Drop-Ship Purchase Orders
  • Blanket Purchase Orders
  • Printing Purchase Orders
  • Automatic Purchase Order Generation
    Lab : Entering Purchase Orders
  • Add a New Purchase Order
  • Add a New Purchase Order with a Sales Order Link
  • New Drop-Ship Purchase Order
  • New Drop-Ship Blanket Purchase Order
  • Purchase Order Generator

Module 3: Entering Shipments

This module examines the process of receiving purchase order shipments for inventory, non-inventory, and lot/serial numbered items. It also reviews how to apportion landed costs during the receiving process, and how to post receipts to the General Ledger. This module also examines how to define lot and serial number masks that are used when lot/serial numbers are automatically generated during shipment receipt transactions.

  • Entering Purchase Order Receipts
  • Shipment line item matching
  • Applying Landed Costs
  • Posting Receipts
    Lab : Entering Shipments
  • Received Shipment
  • New Shipment/Invoice with Additional Items
  • Automatic Generation of Lot Numbers
  • Landed Costs

Module 4: Entering Invoices and Returns

This module examines the process of entering invoices against purchase orders, including the posting of purchase price variances. This module reviews the affect of invoice entry on other modules that integrate with Purchasing Order Processing, and it examines how to return shipments to a vendor.

  • Purchase Invoice Entry
  • Verifying Distributions
  • Posting Process and Cost Variances
  • Returning Purchase Orders
    Lab : Entering Invoices and Returns
  • New Invoice
  • New Invoice for Drop-Ship Purchase Order
  • New Purchase Order with Multiple Shipments
  • Cost Differences

Module 5: Entering and Removing Records

This module examines the options available for editing, deleting, and voiding purchase orders that exist in the system. The available inquiry screens are reviewed, which enable businesses in making informed purchasing decisions and to track purchasing data. This module discusses the process of replenishing inventory quantities based on historical purchasing report information and how to view inventory quantity and cost information by vendor. Lessons:

  • Deleting and Voiding Purchase Orders
  • Editing Purchase Orders
  • Reconciling Purchase Orders
  • Purchase Order Inquiries
  • Purchase Order Reports and Reports Scheduler

Please check the Training Event Calendar for the most up-to-date list of classes, locations and availability.