Purchase Order Header

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Before you can enter purchase order lines, enter the order header details. You should be familiar with your PO User Preferences and your PO Module Control settings, which determine how some of the fields default to the order and how they affect processing.

If you launch the Purchase Order Entry form by clicking the Create purchase order button on the IN Inventory Item Maintenance form, the supplier details in the header will pre-populate with the selected item's preferred supplier.

Branch

Select the branch against which the purchase order will be assigned. This is taken from PO User Preferences.

Last Order Number

This field displays the number of the purchase order that was last entered. It only displays the last system-generated number, using the sequence defined in Purchase Orders Module Control. If you last entered a purchase order number, it does not display here.

Number

Enter a purchase order number of up to 12 alphanumeric characters. If the Purchase Orders Module Control option to automatically generate references is selected for orders, you can leave this field empty and Greentree allocates a reference when the order is saved.

If you want to recall an existing purchase order, use this field to search for the number.

Order Date

The default value is today's date, but you can change it. You can print some purchase order reports using this date as an output filter.

Expected Date

This field is the date that you expect to receive the items associated with the purchase order. it defaults to today's date, but you can change it to any date.

If you change this date after lines have been added to the order, Greentree asks to change the expected date for all outstanding lines to the same date.

Location

This field is enabled if the Inventory Location sub-module is in use.

Discount %

Enter the default discount percentage (if any) for the supplier associated with the purchase order. The default value is each purchase order line, but you can change it. If the supplier has a discount type of Percentage of Total, where a percentage is assigned, it will default when the supplier is selected.

Printed

This option indicates that the order is printed.

On Hold

Select this option to place the purchase order on hold. The option will be selected if you select a Status for holding the order.

Status

This displays the current header status of the purchase order. For new orders, the status defaults to the order header based on this hierarchy:

• Supplier-specific status, if defined in AP Maintenance.
• PO User Preference default status;
• PO Module Control default status.

Greentree Desktop updates the order header based on how the purchase order is progressing through to receiving and invoicing. Statuses also update for each purchase order line.

You can put an order on hold at the header level by selecting a user hold status when entering the order.

Entered By

This is a system-generated, read-only field that displays the name of the user who:

• Is entering the purchase order, or
• Last updated the order (if viewing an existing order).

Supplier Detail

Enter or select the supplier you are purchasing the items from. You can search for the supplier using the Code, Alpha, or Name fields.

The Currency and Rate of the supplier defaults to the details in read-only format (where applicable). If the rate is Fixed, this indicates it cannot be changed before invoicing. The Payment Terms defaults to the terms assigned to the supplier in AP Maintenance, but they can be overridden during order entry.

Supplier Status

Click this button to view these details of the supplier selected in the order header.

Narration

Enter notes for the order. If the Purchase Order User Preference option Default header and line narration on order is selected, this field will contain the supplier's name when the supplier is selected, and default to the line narration for the first order line. Subsequent line narrations default from the previous line.

If the Purchase Orders Module Control option Print Order Header Text is selected, this narration prints on the Purchase Order. Press F9 to add or view a the full narration form. Press CTRL-Enter to start a new line.

Cancel Order

Click this button to cancel the entire order. You can enter a reason code, and can select from one of your pre-defined Cancel Reason statuses.

If the Purchase Order User Preference option Allow cancelling of order lines is not selected, you can't cancel the order if it has lines added.

Create Receipt

This option is enabled if the user has access to the Purchase Order Receipt Entry form, and is authorised to create receipts. Click this button to display the Create Receipt form.

Enter a reference for the receipt transaction, or leave it empty and let Greentree default one if the option to use automatic numbering is selected in PO Module Control. The document and posting dates defaults to the order date, however you can change them. Click OK to generate the receipt transaction.

Greentree creates one receipt batch per session. You can view (and edit where applicable) receipt transactions in the PO Receipt Entry form

You must save a purchase order and re-open the form before the Create Receipt button is enabled.

Create Invoice

This option is enabled if the user has access to the AP Invoice Entry form, and is authorised to create invoices (where Advanced Security is in use). Use it to generate both a receipt and an AP invoice transaction for the ordered quantities.

You must enter a reference for the invoice transaction. The document and posting dates defaults to the order date, however you can change them. Click OK to generate the transaction. One invoice batch will be created per session, and this displays for your information when the PO Entry form is closed. You can view (and edit where applicable) these invoice transactions in the AP Invoice Entry form. A transaction of this nature updates as if the order was selected for invoicing from the AP Invoice Entry form.

You must save a purchase order and re-open the form before the Create Invoice button is enabled.

Save Header

Click this button to save the header details and begin entering line items.

Discount

This is the total discount value (sum of all lines) for the selected order.

Net

This is the total net value (sum of all lines) for the selected order.

Tax

This is the total tax value (sum of all lines) for the selected order.

Total

This is the total order value (sum of all lines). It will display in red if any part of any line is cancelled, to indicate that part of the order is cancelled. For a breakdown of the total and cancelled values, hover over the total field and click with the mouse. A summary of values displays.

Intrastat/EC Sales

These fields only display if the company is subject UK Intrastat and EC Sales reporting.

• Purchase Order Lines
• IN Location Hierarchies
• AP Supplier Maintenance
• PO Status Definition Maintenance
• Currency Rate Maintenance
• Supplier Details Maintenance

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