Entering Purchase Orders

The Purchase Order option in the Transactions menu is used to enter, edit supply, invoice and delete Purchase Orders. Purchase Orders can be fully or partly invoiced at a later time.

Note: If the Allow new lines to be added to partly processed purchase order User-level profile setting is enabled, it will be possible to add new lines to a partly processed Purchase Order. It will also be possible to edit any lines on a partly processed order that have not yet been receipted or invoiced.

To enter a Purchase Order:

1. Open the Purchase Orders window.

2. Click New. Alternatively, click the Copy button to copy and edit an existing order.

   Note: If the Enable extended purchase order statuses Company-level profile setting is enabled, the New button becomes a dropdown that allows you to create a new Purchase Order or a new Purchase Order Quote.

   The following window opens:

   

3. In the account header section, enter the Creditor account number followed by the TAB key, or search for the account by entering part of the account name, or simply ‘?’ and ENTER to search through all accounts.

4. Complete the remaining header fields, such as date, delivery address, stock location, lead time and Purchase Order header extra fields. See the table below for field definitions.

   Note: You can click the button to hide the header details, leaving more room for viewing the Purchase Order lines.

5. On the Order Details tab enter the stock item code (or use ‘?’ to search), the quantity, and enter or override the price if necessary.  You can enter percentage discounts per Purchase Order line. You can right click on a line to add a line narrative, create a one off stock item or view stock levels.

   Note: Purchase Orders are limited to a maximum of 2000 lines; however, 400 is suggested as a sensible maximum. More than this may result in performance degradation.

6. Add a Purchase Order header narrative by clicking on the Narrative icon ( ).

7. For foreign creditors, you can click the Exchange Rate button to refresh exchange rate and use the buy rate from currencies table.

8. Click Show Tax Summary ( ) to review tax rates used on Purchase Order.

9. Click Save to save the Purchase Order. The system will assign the next Purchase Order number, and prompt to print the order.

Field Definitions

Menu commands

• Print: There are three print options: Order, List and List (Clarity).

• Account: View creditor Details. This opens the creditor in the Creditor Account Details window.

• Show Tax Summary: This opens the Tax Rate Summary window, listing the Tax rate #, name, % Calculated Tax and Actual Tax. This is a static window, no information can be entered or edited here.

• Refresh Exchange Rates: This loads the latest exchange rate from the  currencies table.

• Receipt using Inward Goods: This opens the Inwards Goods – Receipt Goods window.

  Note: Once a Purchase Order has been fully receipted (no outstanding quantities), this button is disabled.

• Receipt this Order: This opens the Purchase Order Receipt window.

• History: This opens the History window for the Purchase Order.

• Addresses: If alternate delivery addresses need to be specified for the delivery of this order they can be selected from this Extra Delivery Address window.

• Narrative: To add any comments or notes to the order. This is a very basic text editor and the contents of the comments are saved by clicking the OK button.

File Menu Commands

All the file menu commands are replicated on the toolbar (detailed above).

Documents

Once a new Purchase Order is saved, a Documents tab becomes available on the Purchase Order window, where you can add, edit and removes documents from the order.

Notes

• If you delete all lines off a Purchase Order grid, you will need to press insert to add a new line.

• Right-click on a stock item to view stock levels in all stock locations (or press ctrl+l), or to create a one-off stock item (or press ctrl+o) or add a line narrative

• Clicking on a cell in the main table and dragging allows you to select multiple cells across one or more lines. The right-click menu includes options to copy and paste the selected cells, so you can, for example, copy the cells to a spreadsheet, edit them, then paste the edited data back into the grid.

• Click the control on the left of the grid headings to hide or show columns on the grid.

• The purchase price of a stock item on a Purchase Order is automatically suggested by the system, based on the following hierarchy:

• • Use the Stock item > Details 1 > Cost prices > Supplier price if the Purchase Order is being raised for the Stock item > Details 1 > Main Supplier. (If the supplier cost price or the supplier account number is set to 0, then this setting will be ignored).

  • Otherwise, use the Supplier Cost from the Stock item Details 2 tab if there is a supplier cost price set for the stock item. The use of Pack Sizes will also impact on the price selected.

  • Otherwise, use the Price from the most recent Purchase Order raised against that supplier, for that stock item.

  • Otherwise, default the Purchase Order Price to $0.00, ready to be manually entered.

• Maintaining the Alternate Supplier Prices on stock items can assist in automatic entry of the purchase price on a Purchase Order. Having a Stock item > Details 1 tab > Cost prices > Supplier of $0 or a Stock item > Details 1 tab > Main Supplier of account number 0 on the stock item would mean only the Alternative Suppliers price table needs to be maintained.

• A user’s Check supplier cost prices when purchase prices change profile can be enabled to prompt to update the supplier cost price when overriding prices when placing or creating a Purchase Order. This assists in interactively maintaining the alternative supplier price lists during Purchase Order entry and purchase pack price for each alternate supplier.  Appropriate columns are also added to Purchase Orders entry window.

• Press F10 to select a delivery address from the Extra Delivery Addresses window.

• GL codes can be used instead of stock items on a Purchase Order by using the format @GLCODE. Lookup stock items could also be created to point to a GL account.

• Purchase order lines due dates can be changed on a partially processed Purchase Order through the Receipt button.

• The company profile setting Delivery Addresses Shared allows delivery addresses to be shared among all accounts.

• A profile can be enabled to update alternate supplier price when costs changes on the Purchase Order. This updates the Supplier_Stockitems.PurchPackPrice field and not the LastCost field.  The LastCost field is updated only by the action of costing receipted goods and therefore represents the true landed cost from this supplier.

• Supplier Cost (SKU price) displays the Packcost (purchase price) divided by the pack quantity.

• The Update LastUpdate field for supplier code cost price when prices change profile is also available if users want to keep track when the cost price had changed.

• You can confirm or unconfirm all Purchase Order lines by using the PO Orders menu.

• A profile is available to let the system save a transaction when using an inactive stock item.

• GET_COST_PRICE stored procedure is used to establish cost prices on a Purchase Order.

• The profile option Creditors Invoice Line Discounts controls the availability of the discount column on the Purchase Order entry window.