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Purchase Orders - Main

Purchases orders are created by the user to inform the supplier about which products are needed. A typical purchase order contains supplier details, items required and quantity ordered. The same function used for ordering stock can be used for returning stock by creating a return request and enter quantities as a negative number.

Figure: Example Purchase Orders Screen

Supplier

The supplier the goods are being ordered from. All items that are entered in this purchase order must belong to this supplier.

Location

The location for which the goods are required.

Required By

The date the goods are required by that is calculated based on Order Frequencies and Delivery Slots set up by the supplier. The system will look for an order frequency which applies to all items. If it cannot find one, it will simply assume the Required By date is tomorrow. You can use this to measure how timely the supplier's deliveries are.

Delivery/Delivery To

This is the date range between which you want the supplier to deliver the goods. The 'To' date will default to the 'From' date. Based on Order Frequencies and Delivery Slots set up by the supplier, the system will look for an order frequency which applies to all items. If it cannot find one, it will simply assume the Delivery date is tomorrow.

Payment Due

The date we expect payment to be due. This is calculated as the delivery date plus the standard number of days payment is due to the supplier.

Supplier PO Ref

The supplier may give you their reference number for your purchase order. That number can be entered here for reference purposes.

Agent

The agent who helped to prepare the order, if any. If an agent is added then as items are added to the purchase order, the system will perform a check. If the item did not come from that agent, a warning message will be displayed. This will not stop the item from being used but simply warns the user that the item may not be correct.

Customer Number

If this purchase order is being done on behalf of a specific customer you can enter the customer's number here as a reference. If you don't know their number, press the Customer button to do a search. Only one customer can be recorded per purchase order.

Customer Reference

Any reference number the customer may have given us for their order.

Transaction #

If this purchase order is being done for a specific customer order, you can enter the transaction number of the order here. If you don't know the transaction number, press the Transaction# button. This will allow you to search for transactions for the specified customer.

Special Instructions

These are special instructions to the supplier regarding delivery, for example 'warehouse is closed from 3.00PM'. A default instruction can be recorded on the Special Messages tab of the Locations function. A different message can be set up for each location. This default instruction will be displayed for each new purchase order. You can keep the instructions or change them as required.

Comments

A general comment about the purchase order. This is simply used for your own notation. For example, 'do a special check for damage when goods come in'.

Status

The status of the current purchase order. The system will update the status automatically as you create, and prepare the purchase order. The status codes are:

New

Indicates a purchase order has been created but not yet printed.

Printed

The purchase order has been printed but not sent.

Sent

The Send button has been pressed and the purchase order has been finalised. Details cannot be changed. If the supplier uses B2B transactions then the status may not be set to Sent immediately the Send button is pressed. It may not get set to Sent until the purchase order has been through the B2B process and accepted by the supplier.

Part Recv

Indicates that some, but not all items, have been received into either Goods Receipt or Invoice Matching.

Received

Indicates that all items have been fully received into either Goods Receipt or Invoice Matching.

Cancelled

After the purchase order has been sent, the purchase order has been cancelled. This is set by pressing the Cancel Purchase Order button.

Confirmed

Used with some B2B transactions. Similar to Sent but indicates the supplier has received the order and loaded in into their systems. No checks have been done on the order. It has simply been loaded.

Canc Req

If a PO was cancelled and the supplier uses B2B transactions, the status will not change to Cancelled immediately. It will get set to Canc Req to show that the B2B service needs to send the transaction to the supplier. The next expected status would be Rejected or Cancelled.

Requested

The supplier of the purchase order uses B2B transactions. The purchase order has been marked as Requested to send via B2B. You cannot receive against a PO with this status. The B2B Service will look for transactions with this status and process it as required.

Req Rejected

Not currently used.

Req Ack

Used as part of the B2B processing. The supplier has acknowledged it has received the order details. They have not actually processed the request yet. They are simply acknowledging they have received the request. We are still waiting for a proper response so the status can be changed to Sent or Rejected. This is a status you should rarely see as the time between the acknowledgement and the response should be very small. You cannot receive stock when the PO has this status but you can cancel a PO that has this status. If you find a transaction which is stuck on this status, it could be changed back to New and be reprocessed.

Canc Ack

Used as part of the B2B processing. When the supplier has received our request to cancel a purchase order (Canc Req above), they will acknowledge the request and the status of the PO will change to Canc Ack. They have not actually processed the request yet. They are simply acknowledging they have received the request. We are still waiting for a proper response so the status can be changed to Sent or Rejected. This is a status you should rarely see as the time between the acknowledgement and the response should be very small. You cannot receive stock when the PO has this status but you can cancel a PO that has this status.

HO Req

Not currently used.

Rejected

The purchase order has been through the B2B process and the supplier has rejected it. You need to change the purchase order to fix the problem and send it again.

Submitted

Used in the B2B process and indicates the EDI batch file has been successfully launched.

Awaiting Auth

Waiting for approval for purchase order.

Created

The date when the purchase order was created. This is set automatically by the system.

Created By

The user who created the purchase order.

Authorised Date

The date when the purchase order was authorised.

Authorised By

The code of the user who authorised the purchase order when it was sent.

Buyer

The Buyer Code of the user who accepted the order. When the order is accepted the system will do a variety of checks based on the buyer code, for example minimum/maximum value of purchase orders. If the checks fail, the system will ask for an authorising user. The buyer code for that user will then be recorded against the purchase order and the limits rechecked for that buyer code.

Type

The type of purchase order. This will be ORDER for a standard purchase order. If you do a claim by pressing the Returns button, the type will be CLAIM. If you do a return by pressing the Returns button or the total ordered quantity is negative, the type will be RETURN.

You can use these types when doing searches. They also have an impact on the appearance of the printed purchase order.

Main PO#

If you do allocated orders, the first purchase order in the set will be considered the main purchase order. The number of this main purchase order will be recorded as the Main PO# for each related purchase order.

There are buttons at the top of the window to control the transaction. Special buttons include:

Press this button to select the style of Purchase Order report to print.

Press this to accept the purchase order and send it to the supplier. If EDI is an option for this supplier then it will process through the EDI routes.

Press this button to cancel the purchase order after it has been Sent.

If you have received stock on a purchase order and entered the invoice and then you find some of the items are damaged and need to be returned, you can press this button. A window will popup which will allow you to find the invoice you want to return the items for. You can then select the specific items to be returned. These items will be added to a Request To Return transaction (basically a negative purchase order).

This button is only shown if standard purchase orders has been called. (DataEntryInventory PurchaseOrder)

Press this button to import items from another source such as a handheld or spreadsheet. See Importing Data for further details.

Press this button to display the Available Items window which will show the items available to order for the current supplier.

If you want to use an Inventory Template to create items for this transaction, press this button to select the required template.

If selected it opens the Quick Item maintenance form.

The copy function creates a new PO with the following details:

  • Same supplier and location as the original

  • Same type (Order or Return) as the original

  • Status = New

  • Required by, delivery to and payment due dates are initialised as those of a new PO

  • Supplier PO reference field not set

  • Special instructions and comments field copied from the original if set

  • Customer details not set

  • Create by date and user details set to the current values (the user who clicked the Copy button and the current date)

  • All items within the PO added with the same quantities to the new PO

  • Any detail entered on the Additional tab copied to the new PO

Note: As the supplier and location have been set, many of the PO fields on the Basic tab will be read-only.

If the purchase order was created as part of a suggested customer order, an additional tab called Customer Orders will be available on the item window. This will list all the customer orders for which the item was ordered. See Suggested Orders for more details.

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