Use this to enter a single purchase order for a supplier to record your purchase requirements for goods and services. There are three steps to enter a purchase order:
Specify the supplier details and your order details:
If you are using multiple locations, the delivery address is governed by the item types used to specify the required goods or services:
An item's delivery address is not displayed during order entry and cannot be overridden. The purchase order can detail more than one delivery address. The delivery address for each item is printed in the sequence they are specified. To prevent the same delivery address appearing more than once on the printed purchase order, add items to the order and group them by warehouse (address).
If you are not using multiple locations your company address specified in the Accounting System Manager is displayed as the suggested address, this can be overridden for the order if required.
Add the required goods and services to the order together with any additional charges, that may be incurred.
The goods and services are added to the purchase order using either stock items recorded in the Stock Control module covering types: stock, miscellaneous and labour/services. Or you can use free text items, when there is no stock item record of the goods or services established.
You can apply additional charges to cover costs such as insurance or delivery.
You can also apply comment lines to add information to the order. Comment lines are generally printed on the order documentation, however you can prevent the comment from printing if you want to keep the information private.
Add Delivery and Invoicing details
This is displayed on the Delivery and Invoicing tab. The information is displayed once the supplier is selected, it may be possible to amend the information as you prepare the order:
This is taken from the supplier record and cannot be amended.
This can be amended when dealing with a foreign currency supplier. The rate is based on the currency specified for the supplier and the exchange rate for that currency taken from the Accounting System Manager.
This is taken from the supplier record.
This depends on the Order Originator setting on the Order Entry tab of the POP settings. If this is selected your user name is displayed based on your user ID log on name, if not the display is empty.
You can amending the analysis codes as long as you have the chosen to allow analysis codes to be amended on the Order Entry tab of the POP settings and you have chosen Allow analysis code to be amended for each order/return on the Maintain Analysis Codes option.
Confirm and save the order:
If you have chosen to assign order numbers automatically on the Document numbering tab of the POP settings, next order number is assigned
If not, you must assign the order number manually.
If your system is set to print copy orders, then the documents are sent to print in accordance with your print setup.
If you select a supplier that is on hold, you are requested to select another. You cannot create purchase orders for suppliers on hold. However, if the supplier account is put on hold whilst you are recording the order, a warning is displayed. The order is stored but placed on hold.
Note: If an order is put on hold, you cannot print the order until you remove the on hold status using the Amend Order option.
Steps in this task
Enter the purchase order details
Add standard items to the purchase order
Add goods and services to the purchase order (free text items)
Add additional charges to a purchase order
Add a comment to the purchase order
Enter the purchase order delivery and invoicing details
Confirm and save the purchase order
Reference