You are here: Modules > Purchase Orders > Purchase Orders

Purchase Orders

When a Purchase Order is initially created, it is classed as a requisition and will only have a Request Number, it is in a draft stage at this point and can be editied. Once approved an Order Number is generated and attached to the request and the PO becomes Active.

Modules > Purchase Orders

The link will open the Purchase Orders grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Purchase Order click New , to edit an existing Purchase Order click Edit . A pop up window will appear which will allow the creation or amendment of a Purchase Order.

Click to view - Purchase Orders Fields and Descriptions

Field Name	Description
Request Number	Auto generated sequential request number.
Order Number	Once the PO is approved an order number will be generated, the format of the number is set in Purchase Order Preferences.
Authorised by	Auto populated with the User that authorises the Purchase Order.
Authorised Date	Auto populated with the date the Purchase Order is authorised.
Requested by	From the drop down select the person requesting the Purchase Order - this list is created in Contacts.
Requested Date	Auto populated with the date and time the header is opened, this can be manually adjusted.
Contract	From the drop down select the Contract- if a Blanket Order has been set against the Contract the User will get a pop up message asking if they would like to select a Blanket order. For information on Blanket Orders see Suppliers
Owned by	From the drop down select the User who owns the Purchase Order - this list is connected to User Accounts.
Supplier	From the drop down select the Supplier for the Order.
Reference	From the drop down select the - for more information see Reference Codes
Supplier Contact	From the drop down select the supplier contacts - this is connected to any contact numbers assigned to the Supplier.
Supplier Contact Telephone	Auto populated with the supplier contacts telephone number.
Delivery Point	From the drop down select the - for more information see Delivery Set Up
Branch Supplier	From the drop down select the Branch of the Supplier - for more information see Suppliers.
Contact Name	Enter a contact name.
Delivery By	Auto populated with the default delivery Preferences, this can be manually altered. See Purchase Order Preferences for more information.
PO Status	From the drop down select the Status - for more information see Purchase Order Status Codes
Description	Enter a description for the Purchase Order.

Complete the fields and click Save . Once the Purchase Order header has been completed and saved a sub navigation will appear to allow additional entities to be assigned.

These include:

Goods Received
Received Items
Linked Purchase Orders
Payments
CSF Audit

Purchase Order Line Items

Click to view more detail.

Once a Purchase Order Header has been created the line items for the goods on order can be added. If the Purchase Order module is being used in conjunction with the Stores model, specific parts, using the Stores codes can be ordered.

Modules > Purchase Orders - Add Line Item

To add a new Line Item click Add / Edit Item . A pop up window will appear which will allow the creation or amendment of a Purchase Order Line Item.

Click to view - Line Item Fields and Descriptions

Field Name	Description
Part Code	From the drop down select the Part Code - the drop down will only be present if the Stores module is in use, otherwise the part code can be manually entered.
Stock Charge	From the drop down select the Stock Charge- if the Stores module is being used a line item can be raised for a Stock Charge, the remaining fields on the Line Item should be manually completed to reflect the Stock charge to be applied - for more information see Stock Charges.
Supplier Part Code	Enter the supplier part code if different from the part code.
Delivery Date	Auto populated with the delivery date preference, this can be manually overridden if required.
Description	Auto populated with the part description if using the Stores module, or manually enter a description of the line item.
Qty	The quantity of items required - this is auto populated with the recorder quantity of the Stock item if using the Stores module, this can be manually overwritten or manually entered if required.
Unit	The units the item is ordered in - this is auto populated with the unit of the Stock item if using the Stores module, this can be manually overwritten or manually entered if required.
Unit Price	The price of the item - this is auto populated with the price of the Stock item if using the Stores module, this can be manually overwritten or manually entered if required.
Disc %	The discount percentage to be applied to the price of the item - entering a percentage will auto calculate the Disc Amt field.
Disc. Amt	The discount amount to be applied to the price of the item - entering a discount amount will auto calculate the Disc % field.
Net Cost	Auto calculated with the Net amount (after discounts) of the item.
Tax Code	From the drop down select the Tax Code - for more information see Tax Codes
Tax %	Auto populated with the percentage set against the Tax Code.
Task Id	From the drop down select the Task ID to link the PO with - if the PO has been raised from the Task this will be auto populated.
Item Type	From the drop down select the Item Type, the default value for this fields will be materials - for more information see Purchase Order Item Types.
Cost Centre	From the drop down select the Cost Centre - for more information see Cost Centres
Cost Code	From the drop down select the Cost Code - this list will filter dependant on the Cost Centre selected - for more information see Cost Codes.
Item For	From the drop down select who the item is for - this list is populated from Contacts
Finance Code	From the drop down select the Financial Code - for more information see Finance Codes
Notes	Enter any notes for the line item.

Goods Received

Click to view more detail.

Once the Purchase Order is active and the goods ordered begin to arrive, they can be recorded as delivered.

Modules > Purchase Orders > Goods Received

The link will open the Purchase Orders / Goods Received grid. It is a grid view that can be customised and sorted as normal.

To receive and item from the order, select it from the gird and click Add Goods Received . A pop up window will appear which will allow the goods to be received.

Click to view Goods Received Fields and Descriptions

Field Name	Description
Date Received	The date and time the goods where received.
Received By (Initials)	The initials of the person who received the goods.
Delivery Number	The delivery note number.
Qty Received	The amount of the goods received - this will default to the amount of goods that were ordered, if only part of the order has been received this number can be manually adjusted e.g. 70 items ordered and 50 received.
Value Received	Check the box the value of the goods received is to be entered rather than an amount e.g. £70 worth order and £50 received.

Note: If multiple goods are delivered they can be bulk received by highlighting multiple items on the grid and clicking All Goods Received - lines cannot be part received in bulk.

Received Items

Linked Purchase Orders

Payments

Click to view more detail.

Once goods have been received, any payments, whether full or part, can be recorded against a Purchase Order. Amounts are calculated automatically based on the details entered about delivered goods.

Modules > Purchase Orders > Payments

The link will open the Purchase Orders / Payments grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Payment click New , to edit an existing Payment click Edit . A pop up window will appear which will allow the creation or amendment of a Payment.

Click to view Payments Fields and Descriptions

Field Name	Description
Voucher Number	Enter the voucher number of the payment.
Invoice Number	Enter the invoice number of the payment.
Method of Payment	From the drop down select the method of payment - for more information see Payment Codes
Tax Point Date	Enter the tax point date.
Date Received	Enter the date the payment was received.
Date Due	Enter the date the payment was due.
Status	Auto populated when the payment is allocated.
Credit Note	Check the box if the payment is a credit note.
Amount	Enter the amount paid
Comment	Enter any comment relating to the payment.

Once a payment has been made, it can be allocated to the line items. To allocate payments hight light the payment and click Payment Allocations .

Note: If the amount of the Payment is equal to the Full amount of the PO, the User will be asked if the payment should automatically be allocated and the payment marked as Paid. Click OK to do this, or Cancel to manually allocate the payment.

Enter the quantity of received items that are being accepted in the Accepted Qty field. The Allocated (Net) and Allocated (Tax) amounts will be auto populated, these can be manually edited if the payment being allocated is not the full amount available. Complete the fields and click Save .

The payments can then be marked as paid, click Paid .

CSF Audit

Purchase Order Additional Icons

Icon	Feature	Description
	Add / Edit Item	Adds a line item to a Purchase Order.
	Delete Line Item	Deletes a line item from a Purchase Order.
	Authorise Purchase Order	Authorises a Purchase Order from Dormant to Active Status.
	Split Purchase Order	A Purchase Order can be split if it has two or more line items. When a Purchase Order is split, a new Contract, Supplier and Delivery Point can be added. This enables a User to easily split an order at any point if the order cannot be completely fulfilled by the original requested Supplier.
	Complete Purchase Order	Completes the Purchase Order - once a Purchase order has been completed it cannot be reactivated.
	Purchase job Card	Prints the Purchase Order.
	Add Goods Received	Receives goods on an active Purchase Order.
	Allocate Payments	Once a payment has been made, it can be allocated to the line items.
	Paid	Mark payment as paid.
	Unpaid	Mark a payment as unpaid.
	On Hold	Mark a payment as on hold.
	Off Hold	Removes an on hold status.

Purchase Orders

Modules > Purchase Orders

Click to view - Purchase Orders Fields and Descriptions

Purchase Order Line Items

Modules > Purchase Orders - Add Line Item

Click to view - Line Item Fields and Descriptions

Goods Received

Modules > Purchase Orders > Goods Received

Click to view Goods Received Fields and Descriptions

Received Items

Modules > Purchase Orders > Received Items

Linked Purchase Orders

Modules > Purchase Orders > Linked Purchase Orders

Payments

Modules > Purchase Orders > Payments

Click to view Payments Fields and Descriptions

CSF Audit

Modules > Purchase Orders > CSF Audit

Purchase Order Additional Icons