MLS 2026 includes a fully integrated:
👉 Purchase Order system
designed to simplify:
•inventory purchasing
•special ordering
•stock replenishment
•vendor management
•workorder fulfillment
throughout the business.
While inventory can be entered manually:
👉 the Purchase Order and Stock Input systems provide the preferred workflow
because they:
•improve accuracy
•reduce typing
•maintain inventory history
•update accounting automatically
•track vendor activity
•streamline receiving procedures
within MLS 2026.
The Purchasing system is designed to help eliminate one of the most common problems in service businesses:
👉 losing track of what was ordered,
👉 who supplied it,
and
👉 whether it was ever received.
Why Use Purchase Orders
It is easy to:
•call vendors directly
•place verbal orders
•write informal notes
However:
👉 this often leads to:
•delayed deliveries
•missing parts
•pricing confusion
•lost accountability
•duplicate orders
•inventory errors
The MLS 2026 Purchase Order system creates:
👉 a permanent purchasing record
for:
•vendors
•pricing
•quantities
•expected deliveries
•special orders
•inventory replenishment
throughout the system.
Before Using Purchase Orders
Before creating Purchase Orders:
👉 Accounts Payable vendors must already exist
within:
👉 Disbursements / Accounts Payable.
Purchase Orders use:
👉 the official vendor account numbers
from the A/P system.
This integration allows MLS 2026 to:
•track purchasing history
•reconcile inventory receipts
•support Accounts Payable
•process vendor payments
automatically.
Creating A New Purchase Order
When beginning a new Purchase Order:
👉 MLS 2026 first asks:
•whether the order is new
or
•an existing order is being reviewed.
For new orders:
👉 the vendor account must be selected.
You may:
•type the vendor account number
or
•use the search feature
to locate the vendor by:
•name
•account number
through the lookup system.
Sales Representative Tracking
The Purchase Order screen also allows:
👉 entry of the vendor sales representative.
This information can be extremely valuable when:
•tracking purchasing problems
•resolving shortages
•checking delivery issues
•requesting pricing assistance
because vendor accountability improves when:
👉 a representative name is associated with the order.
Automatic Inventory Purchasing
MLS 2026 supports:
👉 automatic stock replenishment.
When this option is selected:
👉 the system scans inventory automatically.
The program evaluates:
•vendor assignment
•stock levels
•minimum quantities
•stocking levels
for every inventory item.
If inventory falls below:
👉 the minimum stocking level
MLS 2026 automatically:
•calculates suggested reorder quantities
•prepares purchasing recommendations
•builds the Purchase Order list
for review.
This process greatly simplifies:
•inventory replenishment
•routine stock ordering
•purchasing management
throughout the business.
Suggested Order Quantities
The system calculates:
👉 Suggested quantities
based on:
•current stock
•minimum quantities
•stocking levels
•inventory availability
This helps maintain:
•proper inventory levels
•purchasing consistency
•reduced shortages
•improved workflow efficiency
while minimizing:
•overstocking
•tied-up inventory capital
Purchase Order Information Screen
The Purchase Order screen displays detailed information regarding:
•the order
and
•each inventory item.
Some values are:
👉 informational only
and appear in:
👉 blue
because they are calculated automatically by MLS 2026.
These fields help management make:
👉 intelligent purchasing decisions.
Purchase Order Header Information
The upper section of the screen includes:
•Vendor account and vendor name
•Sales representative
•Purchase Order date
•Running order total
•Optional workorder number linkage
Workorder Integration
Purchase Orders may be linked directly to:
👉 workorders.
If a workorder number is entered:
👉 received inventory can automatically be applied
to:
👉 that workorder
during:
👉 Stock Input processing.
This eliminates:
•duplicate data entry
•manually re-entering parts
•ordering confusion
for special-order items.
Adding Parts To Purchase Orders
To add a part:
👉 enter the part number
in the:
👉 Item field.
When the:
👉 Tab key
is pressed:
👉 MLS 2026 automatically:
•searches inventory
•retrieves descriptions
•displays inventory history
•shows purchasing information
for that item.
If the part has never existed in inventory:
👉 the operator may manually enter:
•descriptions
•pricing
•additional information
as needed.
Required Purchase Information
Normally:
👉 only two fields are required:
•Buy Quantity
•Order Price
The:
👉 Order Price
is the vendor cost per unit.
The:
👉 Buy Quantity
is the amount being ordered.
Saving Purchase Order Entries
⚠️ It is very important to:
👉 use the Add button
when creating a new line item.
After entry:
👉 press the Save button.
If Save is not selected:
👉 the item will not be retained.
Browsing Purchase Order Items
If only the most recent item appears:
👉 browse upward through the list
using:
•arrow keys
•scroll controls
•browse navigation
to review all entries currently on the Purchase Order.
Inventory Information Displayed
For each inventory item:
👉 MLS 2026 displays valuable purchasing history.
This includes:
•current stock
•quantity on order
•suggested reorder amount
•last purchase price
•average cost
•last purchase date
•last sale date
This information helps management evaluate:
•current demand
•pricing trends
•inventory movement
•purchasing necessity
before ordering.
Editing Purchase Orders
Purchase Orders may be edited at any time.
To modify an entry:
👉 highlight the desired line item
then:
👉 edit the displayed fields.
Changes may include:
•quantities
•pricing
•stocking status
•workorder assignment
Always:
👉 press Save
after editing.
Reviewing Inventory Movement
Before approving an order:
👉 management should review:
•last sale dates
•sales frequency
•purchasing history
•stocking trends
If an item:
👉 has not sold recently
management may decide to:
•reduce the order
•lower minimum stock
•discontinue stocking
to avoid:
•dead inventory
•tied-up capital
•shelf waste
Adding Additional Parts
Additional inventory items may be added manually by selecting:
👉 Add.
If the part already exists:
👉 MLS 2026 automatically retrieves:
•descriptions
•inventory history
•vendor data
•pricing information
If not:
👉 the information may be entered manually.
Deleting Purchase Order Items
If an item should not be ordered:
👉 highlight the item
and select:
👉 Delete.
MLS 2026 will:
•remove the item
•reconcile On Order quantities
•update purchasing totals
automatically.
Printing & Output
Purchase Orders may be:
•previewed
•printed
•faxed
•output electronically
using standard print options within MLS 2026.
This provides:
•vendor documentation
•internal records
•purchasing accountability
throughout the workflow.
Closing Purchase Orders
Purchase Orders remain active until:
👉 inventory is received through Stock Input.
MLS 2026 automatically closes the Purchase Order:
👉 when all items have been:
•received
or
•removed from backorder.
This automatic reconciliation greatly simplifies:
•purchasing management
•inventory receiving
•order tracking
within the business.
Special Orders vs Inventory Stock
When processing Purchase Orders:
👉 non-stock items
may be assigned to either:
•inventory
or
•a specific workorder.
Special Orders For Workorders
If a:
👉 workorder number
is assigned:
👉 the received inventory will automatically transfer
to:
👉 that workorder
during:
👉 Stock Input processing.
This eliminates:
•duplicate entry
•missed parts
•manual reassignment
during service processing.
Non-Stock Inventory Tracking
If no workorder is assigned:
👉 MLS 2026 automatically creates:
•an inventory record
for the item.
This allows the system to retain:
•pricing history
•vendor information
•purchasing history
•future lookup capability
even for:
👉 non-stocking items.
Additional inventory information such as:
•pricing
•stocking levels
•reorder points
•vendor priorities
may then be added later if desired.
Why The Purchasing System Matters
The Purchase Order system is a major operational tool within MLS 2026.
It helps businesses:
•control inventory
•reduce shortages
•improve purchasing accuracy
•track vendor activity
•automate replenishment
•manage special orders
•reduce duplicate entry
while integrating directly with:
•Inventory
•Workorders
•Accounts Payable
•Accounting
•Vendor Management
•Stock Input
throughout the entire operational workflow.
Recommended Best Practices
•Always create Purchase Orders for inventory purchases
•Use official vendor account numbers only
•Enter vendor sales representatives whenever possible
•Review suggested quantities carefully before ordering
•Monitor last sale dates during purchasing
•Avoid stocking slow-moving inventory unnecessarily
•Use workorder linkage for special-order parts
•Always use Add and Save properly during entry
•Review On Order quantities regularly
•Use automatic stock replenishment whenever practical
•Reconcile inventory promptly through Stock Input
•Retain purchasing history for long-term analysis
Recommended Companion Sections
This section works closely with:
•Inventory Editor
•Stock Input
•Vendor Management
•Accounts Payable
•Inventory Reports
•Workorders
•Pricing Tables
•Inventory Costing
•Stocking Parts
•Non-Stocking Parts
Together, these sections provide a complete inventory purchasing and replenishment workflow system within MLS 2026.