How Do I Add A New Purchase Order?

This section explains how to add a new purchase order to the system. Before you start ordering your suppliers must be set up correctly. If you entered your suppliers following the instructions in How Do I Add a New Supplier? then you will be ready. If you did not follow these instructions completely or you are unsure then check How Do I Prepare a Supplier for Ordering? 

Pre-requisites:

Locations, Items, Suppliers.

1

Select the Inventory task from the Main Menu.

2

Start the Purchase Orders Menu option from the Inventory menu.

3

Start the Purchase Orders option.

4

Click the New button.
 The system adds a new purchase order and automatically assigns a purchase order number.

5

In the Supplier field, enter the code of the supplier you want to get the goods from. If you don't know the supplier's code, press the Supplier button to search for it. Click the required supplier and then the Select button.

6

Move to the Location field and enter the code of the location that requires the goods. If you don't know the location's code, press the button to search for it. Click the required location and then the Select button.

7

Move to the Required By field and enter the date you need the goods by.

8

If you want the goods delivered within a certain date range enter the dates in the Delivery and Delivery To fields.

9

If you have special instructions for the supplier, for example 'Deliver between 1.00pm and 3.00pm', enter them in the Special Instructions field.

10

If you want to record a general comment about this purchase order then enter it in the Comments field. This comment is not printed on the purchase order. You will be able to see this when you eventually record the invoice.

11

Click in the Items tab to start adding products to the purchase order.  

12

Click the New button. and select whether to order a single item or a family of items.

.

For single items, continue to step 13.

For a family of items, enter or search for the family group.

The system will display a grid of items in the family group. This will have variety running down the grid and size/fit across the grid. The Show Data option allows you to toggle the displayed numbers between the quantity to order and the current stock on hand. With the Quantity option selected, enter the quantity for each combination required and press the Save button when done. Continue at step 16.

13

For single items, the Item Details window opens to allow the order details to be entered.

14

Enter the Order Code or IPN (Item Product Number) of the item you want to order.

If you don't have the IPN or the order code then click  to start a store item search for required items. Select the required item and click the Select button.

15

Enter the quantity you want to enter. You can enter this as either a number of units or as a number of cartons. Click the Save button when done.

16

If you need to add more items, press the down arrow to move to a new row, or click the btnSmallNew.gif (1125 bytes) button. Repeat Steps 10 to 12 until all items have been entered.

17

If you need to delete an item from the purchase order do one of the following:

         I.      Click on the required row and then click the btnSmallDelete.gif (1109 bytes) button within the Items tab.
or

       II.      Click on the required row. Hold down the Ctrl key and press the Delete key. The system checks you want to delete. Click OK to delete the line, or Cancel to leave the line in the purchase order.

18

Once all items have been entered, click the Print button.
Button_Print2.gif (1479 bytes)

The system prints out a purchase order. Check the details on it. If you need to add, change or delete items then repeat Steps 10 to 14. If you made changes, then press the Print button again and confirm the new purchase order is correct. Repeat this until you are happy with the purchase order.

19

Click the Send button to mark the purchase order as completed. You will not be able to change the items on this purchase order now.
button_send.gif (1461 bytes)

20

Send or fax the purchase order to the supplier.

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