How to add an item record on Sage 300 Purchase Orders


  1. Open Purchase Orders > P/O Setup > Items.  For more information on the fields on this screen, see “P/O Items Screen” (page 337)
  2. In the Item Number field, type a number to identify the item.
  3. In the adjacent field, enter a description of the item.
  4. On the Items tab, enter the following information:
    • The general ledger account set you want to assign to the item. (Type or use the Finder to select the account)
    • If your company reports a value added tax (VAT), the commodity number for the item.
    • The weight for one unit of the item. (The weight you enter should be in terms of the Weight Unit Of Measure you entered on the Processing tab of the P/O Options screen.)
    • Purchase Orders lets you use up to four additional fields to include descriptive information for the item. You can use up to 75 characters in each of the four fields.
  5. On the Units tab, add units of measure, as follows:
    1. Click the table, press the Insert key, and then enter the following information:
      1. The name for the unit of measure (for example: dozen, gallon, ton).
      2. The conversion factor (the number of stocking units for the unit of measure). For example, if the unit of measure is “dozen,” you type 12. You must enter the unit of measure you intend to use for the stocking unit before you can save the record. The conversion factor for the stocking unit must be 1 (one).
  6. On the Taxes tab:
    1. Use the Finder to select the taxing authorities you want to assign to the item. (You define taxing authorities in the Tax Services folder of Common Services.)
    2. Type or select the numbers of the tax classes you want to assign to the item for purchases for each selected tax authority.
  7. On the Optional Fields tab (if it is available):
    1. Click the first column heading to display the Optional Field Finder, and then select the fields you want to add to this item (if the item fields are not automatically inserted).
    2. Enter the information for the field in the third column.
  8. Click Add.
  9. Repeat steps 2 through 8 for each item you want to add.


If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.