To create a purchase order

You can use the Purchase Order Processing module to keep track of all of the products that you buy.You can create and print orders to send to your suppliers.The Purchase Order Processing facility is directly linked to your product records so the orders you produce automatically update your records with the order details.

To complete the purchase order Details tab

Suppliers > Purchase Order list > select the action you want to take:

- Create a purchase order? - Click New/Edit Order.

- Edit a purchase order? - Select the order from Purchase Order list > New/Edit New/Edit Order.

Enter the order header details:

Date	The current software date appears by default, you can change this as required.
A/C	Enter the supplier account reference here. If you enter an existing account reference, or use the drop-down list to select one. The supplier's name and address appears on the window. If you enter an account code that is not already set up, the drop-down list appears. You can then either select another account or create a new one by clicking New. A warning appears if the supplier account you select is on hold.
Project Ref	This box appears if Project Costing is switched on. If the order is for a project you can enter the project reference here to link the order with the project. You can use the drop-down list to search for and select the required project record. You have the option to view the records by project structures or a simple project list. Note: To successfully create the order, the project status must enable postings. For more information about this, please see To Change a Project's Status.
Order No.	When you create a new purchase order, <Auto Number> appears in this box. Purchase order numbers are not assigned until the order has been saved. Each time you create and save a new purchase order, the order number is increased by one. If you want to start numbering your orders at a particular number, you must change the numbering sequence in Settings > Invoice & Order Defaults > Options. If you want to edit an existing purchase order, enter the order number of the order that you want to edit here.
Ref	Use the Ref box to enter your own reference for the purchase order. This makes it easier for you to identify the purchase order once it is posted to the audit trail. You can use up to seven characters.
Item No.	This shows the number of the item that is currently selected. For example, if there are ten item lines and the cursor is currently on the second line, this box shows 2 of 10.
Cost Code	This box appears if Project Costing is switched on. If the order is for a project, enter the cost code to be used to apply the value of the goods. You can use the drop-down list to search for and select the required cost code. If you enter an unknown cost code you are given the list of existing cost codes to select from. Note: If you change the project reference or cost code after adding order lines, you can choose - your software prompts you - to apply the change to each order line.

If you are working with foreign currencies there is also a Rate box displayed on this window.

Enter the product items you want to purchase, use one line of the purchase order per product:

Product Code	Enter a product code that you have previously created in the Products module or use the drop-down list to locate the required product. In addition to the normal product codes you can also enter special non-product codes, where: S1 = Special product item with price and VAT amount S2 = Special product item that is exempt for VAT - Tax code T0 S3 = Special service item with price and VAT amount M = Non-product item with additional message but no price or VAT amount Use the message box - that is, the M product code, to add any text in the main body of the purchase order. If special product codes do not appear in the product code list, open Settings > Invoice & Order Defaults, and select the Show special product codes in Invoicing/SOP/POP check box. Note: You cannot change the product code on a purchase order if the order shows an on-order or received quantity for that product. If you open an existing order that contains products with on-order or received quantities, the product code is not enabled, and you cannot change it using the drop-down list, or by overtyping. To change the product code on an order if it has an on-order quantity, you must first reverse the on-order status using the Amend option. If a product shows a received quantity, you must reverse the delivery manually, taking the supplier and stock into account where appropriate, and re-enter an order as you require.
Description	The description of your product from the Product Record appears here, you can change this if required. Double-click in this box or press F3, to apply one-off product details.
Quantity	Enter the quantity of stock you want to order. The Re-Order Quantity, as set up in the Product Record, appears automatically, but you can change this if necessary.
Price	The unit price from the product record appears here. If a special product code has been entered, the value entered in the Edit Item Line window appears here. You can amend these values if necessary.
Net	The net value is calculated automatically and cannot be edited.
VAT	The VAT amount appears here automatically and cannot be edited.

To enter item details

Details

Product Code	This box automatically shows the product code you have chosen. If you want to link to the product record associated with a specific product code, click the drill-down button beside the code.
Units	Enter the unit type here. For example, you may sell items by sheet or roll.
Description	The product description as entered on the product record appears here, or the description you entered for special product codes S1 or S2 on the Order window. You can change this if you want to.
Comment 1 and 2	You can enter any additional comments you may have regarding product items here.
Order Reference	Enter a reference for the order. When you complete the order, this reference transfers to the item line of the product invoice. This information is used exclusively by Transaction Email.
Order Line Reference	This shows this item’s position on the order. You cannot change this here. This number is only used by the Transaction Email facility.

Values

Quantity	Enter the quantity of the product here. By default, one unit of the product is entered automatically. If you have already entered a quantity on the Edit Item Line window, it appears here automatically
Unit Price	The unit price from the product record appears here. If a special product code has been entered, the value entered in the Edit Item Line window appears here. You can amend these values if necessary.
Discount %	Displays the total percentage discount that the customer receives. The total can be made up of good customer, quantity or invoice value discounts. You can change the discount by entering a new discount percentage. Alternatively, with the item line selected you can press F3 to open the Edit Item Line where you can amend the discount.
Disc.	Displays the amount the item has been reduced by as a result of discounts that have been awarded such as a good customer discount. You can change the amount by entering a new discount amount. Alternatively, with the item line selected you can press F3 to open the Edit Item Line where you can amend the discount.
Euro	If you have entered currency details into your software, the total value (in euros) of the credit note appears here.
Net	This box displays the net value for the current item. It is calculated by multiplying the quantity by the net unit price, including any discount. You cannot amend this value.
VAT	The VAT amount appears here automatically. You can edit this value if the Item VAT Amendable box is checked in your Company Preferences.

Posting details

Nominal Code	The nominal code from the supplier record appears here. To change it, use the drop-down list.
Department	For Special Product Codes, this is the default department entered on the Supplier Record.
Tax Code	Select the tax code you require for this product from the drop-down list.
Fund	This box appears if you have activated the Charities option by selecting the Enable Charity/Non-Profit Options check-box in Settings > Company Preferences. If you want to apply the transaction to a particular fund, for example, to record income from a donor, choose the fund you require from the drop-down list.

Item status

On Order	The quantity of stock that is currently allocated or on order for this product.
Delivered	The quantity of this product that has been delivered, up to this moment.
To Deliver	The order amount that is outstanding for the product.
Intrastat	Shows the number of items that have been Intrastat confirmed. Note: This box only appears if you have enabled Intrastat reporting in Invoice and Order Defaults.
Due Date	Use the Due Date Calendar to enter an expected due date, if appropriate.

Additional information

Line Information

Enter any additional information about the item line in this box.

Project-related information

Project Ref - Accounts Plus and Accounts Professional only

Non-Stock, Service and S3 Items only: If Project Costing is enabled in your software in Settings > Company Preferences > Others, an additional Project Details section appears on the Edit Item Line window.

If you want to assign this invoice/credit note or sales order to a project, choose the project you require from the Project Ref drop-down list.

Cost Code

This appears if Project Costing is switched on.

If a cost code has been entered on the order’s details tab then it is shown here.

If this is a new order it can be changed. You can use the drop-down to search and select from the cost codes. If you enter an unknown cost code, you are given the list of existing products to select from.

If you are dealing with an existing order, the cost code can only be changed if the total quantity on the order line is outstanding. If you change the cost code the committed costs of the cost codes involved are adjusted.

To apply a net value discount, in the Deductions area, double-click in the Description box, enter a description to include information related to the net value discount and enter a Discount value (Disc.).

Check the totals. View details of how these totals are calculated.

Totals	The two text boxes show the Net and VAT totals of the order.
Carriage	These two text boxes show the Net and VAT totals of any carriage costs applied to the order.
Gross	The value of the goods and services (after any discount) plus VAT.
Euro	This appears if you have set up an exchange rate for the euro in your Currencies table. Indicates the gross amount due in euros.
Base	Appears when you are using a foreign currency invoice. It indicates the gross amount in your base currency. Tip: Base replaces the Euro box when dealing with a foreign currency order.
VAT	The VAT amount appears here automatically and cannot be edited.

To complete the Order Details tab

To complete the Footer Details tab

Use the Footer Details tab to enter any carriage charges that are applicable to this purchase order.

You can also enter or amend any settlement terms here.

Carriage

Net	Enter the carriage cost excluding VAT.
Tax Code	From the drop-down list, select the VAT code you require for carriage.
VAT	This shows the amount of VAT calculated according to the rate specified in the Tax Code box. You can only amend this if you have selected the Item VAT Amendable check box in the VAT tab of Settings > Company Preferences.
Gross	This shows the gross amount of carriage to be paid.
N/C	Note: Enter the account reference for the nominal code to which the carriage value is to be posted. Note: If you have chosen to enter a default nominal code for carriage in your Invoice and Order Defaults, the default nominal code appears automatically. You can edit this if required.
Department	If you want to link the carriage to a department, enter the department you require here or select one from the drop-down list. Note: If you have chosen to enter a default department for your carriage in your Invoice and Order Defaults, the default department appears automatically for you. You can edit this if required.
Consign No.	You can enter a consignment number here.
Courier	Select the Courier you are using to despatch the order from this drop-down list box. Courier information can be edited in Settings > Internet Resources.

Settlement terms

Tax analysis

Save	Accounts Professional - purchase orders only When you select Save for a new Purchase Order, if you have access rights to Purchase Order Processing, the software prompts you to choose whether to place the purchase order 'On Order' now or later. If you choose 'On Order' now, the purchase order is saved, its status is changed to 'On Order' and you are then prompted to print the order. If you choose the Order Later option (default), the purchase order is saved without running the order process. If you prefer not to see this prompt, each time you save a purchase order, you can remove it by clearing the 'Prompt to Order Stock when saving a Purchase Order' check box in Settings > Invoice and Order Defaults > General tab. Accounts Professional - sales orders only When you select Save for a new Sales Order, if you have access rights to Sales Order Processing, the software prompts you to choose whether to allocate stock to the sales order now or later. If you choose 'Allocate Now', the sales order is saved, and the stock allocation process is run. If you choose the 'Allocate Later' option (default), the sales order is saved without running the stock allocation process. If you prefer not to see this prompt, each time you save a sales order, you can remove it by clearing the 'Prompt to Allocate Stock when saving a Sales Order' check box in Settings > Invoice and Order Defaults > General tab. If your Invoice and Order Defaults are set to create a new invoice on saving, the window clears ready for you to enter a new invoice. If your Invoice and Order Defaults are set so that you can edit the saved invoice, the information remains on screen for you to edit.
Pay by Card	Available when using Sage Pay for online payments. Find out more.
Discard	Clears the information entered in the window, so you can start again.
Quick Print	Prints the document, but does not update your accounts with the record values. Quick Print saves you time when generating these documents by removing the need to select a layout every time one is produced. Simply choose the layout you want for each document type and use Quick Print to generate the documents.
Print	Open the Report Browser to select the layout you want to use to generate the document. You can also choose to update the ledgers.
Complete	Accounts Professional - sales and purchase orders only Process the order so that is it recorded as despatched. Your software allocates as much stock as possible to the order. If the order can't be completed, an information box appears explaining why. For example, insufficient stock. An invoice is also created and added to the Invoicing list. This can be updated to your accounts when you are ready.
Cash Sales	When you select Cash Sales you are prompted to confirm that you wish to complete the sales order or invoice as a cash sale. Rather than record each part of the order process as complete, from stock allocation through to ledger update, the whole order life cycle can be automated by choosing the Cash Sales option, when you create a sales order or a new product or service invoice. Payment for a cash sale can be received online using Sage Pay.
Memorise	If a customer regularly orders the same goods/services, you may find it useful to remember the details so that they can be reused. You can set up your recurring transactions for different time periods, including daily, weekly, monthly and annually. Find out more.
Recall	Open details of previously ordered goods/services that have been retained for reuse. Find out more.
Profit	Check the profit made. The profitability is calculated using the cost price from the product record. It is not based on the First In First Out (FIFO) method of product valuation. Find out more.
Send T Mail	Available when using Transaction Email to exchange invoices and orders with your customers and supplier. Find out more. Irish Republic only: Special legislation exists regarding VAT requirements when sending and receiving invoices and orders by email. For information, see the Revenue website.
Previous	Available when you select a number of records from the Invoicing or Order lists - moving backwards through the records.
Next	Available when you select a number of records from the Invoicing or Order lists - moving forwards through the records.
Close	Closes the window.

Delivery Address	The default company delivery address appears here automatically. You can edit this address if required. Alternatively, click Change to select a different address from the list of company, customer or supplier delivery addresses. You may use an address other than your main company address, if your main address is an office but you have a warehouse elsewhere. Then your purchases could be delivered directly to your warehouse. Note: You can change the delivery address that appears by default, to be either the default company, customer or supplier delivery address. To do this, open Settings > Invoice / Order Defaults and from the Purchase Order Delivery Address drop-down list, choose the required default.
Supplier Order No.	You can enter your supplier’s order number or order reference here, using up to 60 characters.
Supplier Tel. No	Your supplier’s telephone number as set up on the Supplier Record appears here automatically. You can change this if required.
Supplier Contact	The name of the person you set up as the contact on the supplier’s record appears here. If you want to record the name of another contact for this particular purchase order, you can enter it here.
Order Taken By	Enter here the name of the person who placed the order. If you are using Access Rights to restrict access to your software options, your Logon Name appears here.
Notes	Enter up to three lines of notes here, which relate to the whole order, for example to record any special delivery requirements.
DUNS Number	The DUNS Number (Data Universal Numbering System) is a nine digit number, used to identify a business.

Days	If required, enter the number of days during which early settlement discount applies to this order. This box defaults to the number specified on the Supplier Record.
Discount %	Enter the percentage of settlement discount that you have been offered for this purchase order here. This box defaults to the percentage specified in the supplier record.
Amount	This is the actual value of the discount given. Note: This value does not include the settlement discount already applied to the VAT.
Total	This is the Gross amount of the order less the settlement discount amount.

Order Status	The status of the order appears automatically. The status is either On-Order, or blank which indicates the order has not yet been placed on order. A blank order status can also indicate the order has been canceled or completed.
Complete	If the order has been completed a Y appears in this box. If the order has not been completed an N appears.
Delivery Status	This shows the delivery status of the order and can be Part, Complete or if no items have been delivered, this box is left blank.
Due Date	You can enter an estimated delivery due date. This cannot be changed after the order has been completed.
Invoice Status	If you have updated an invoice for this sales order to the ledgers, a Y appears in this box. If you have not yet updated an invoice for this order to the ledgers, an N appears here.
Intrastat	Displays the Intrastat declarations status of the order. This can be blank - the order is not confirmed, Complete - the order has been fully Intrastat confirmed or Part - only some items on the order have been Intrastat confirmed. Note: This box only appears if you have enabled Intrastat reporting in Settings > Invoice and Order Defaults.
GRN No	This column shows the Goods Received Note number that has been assigned within your software.
Supplier GRN No	If you have entered the supplier's goods received note number when you recorded the delivery of the goods, the supplier GRN number appears here.
Date	This shows the date the goods were delivered.