Purchase Orders

Overview

The Purchase Order module is used to purchase materials for:

• Replenishing Stock

• Sales Order purchase-to-order Items

• Work Order Materials (Where Resolve is set to Purchase) and Outwork Services (Services linked to a Supplier)

Navigation: Main Menu > Suppliers > Purchase Orders

Settings

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click a username to edit the record > Settings (tab)

• Copy Rules > Campaign - Copy to Purchase Order: The options are Yes or No.

• Copy Rules > Purchase Orders - Copy to Materials Movement (Receive): The options are Yes or No.

• Copy Rules > Purchase Orders - Copy to Sales Order: The options are Yes or No.

• Copy Rules > Purchase Orders - Copy to Supplier Invoices: The options are Yes or No.

• Copy Rules > Sales Orders - Copy to Purchase Order: The options are Yes or No.

• Copy Rules > Work Orders - Copy to Purchase Order: The options are Yes or No. 

• Default Templates > Purchase Order: Allows a template to be selected that applies to the particular user.

• Default Transactions View > Purchase Orders: Sets the default list view when purchase orders are accessed. The options are:

  • Today

  • All Pending

  • All Active

  • All Pending & Active

• Purchase Orders > Access Allowed: The options are Yes or No.

• Purchase Orders > Change Purchase Order Status up only: The options are Yes or No.

• Purchase Orders > Default: Copy instruction from Work Order Items: The options are Yes or No.

• Purchase Orders > Default Inventory Location: Allows a default location to be selected from a dropdown list of locations.

• Purchase Orders > Deleting Allowed: The options are Yes or No.

• Purchase Orders > Editing Allowed: The options are Yes or No.

• Purchase Orders > New Allowed: The options are Yes or No.

• Purchase Orders > Output Allowed: The options are: None, User, Supervisor.

General Settings

Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab)

• Purchase Orders > Copy Sales Order Delivery Address to Purchase Order: Options are Yes or No.

• Purchase Orders > Copy Sales Order Due Date to Purchase Order: Options are Yes or No.

• Purchase Orders > Lead days to Purchase Order Due Date: A field to type in the number of days to automatically set a due date. If 0 is selected, a date is not set.

• Purchase Orders > Update Material Supplier Prices from Completed Purchase Order: Options are Yes or No. If yes, supplier prices are adjusted based on the purchase order prices. 

Creating a Purchase Order

Purchase orders can be manually created or by copying other transactions.

The rich-text Specification field on the Purchase Order is populated when a Purchase Order is copied from a Work Order. This is ideal when creating a Purchase Order for Outwork. The Purchase Order Specification field can be opened by right clicking the item and selecting View/Edit Specification from the context menu.

• Sales Orders: Click the Copy button and select Copy to Purchase Order.

• Work Orders: Click the Copy button and select Copy to Purchase Order.

• Materials > Inventory: Click Menu (button) and select View > Replenishment View. Select the items to be purchased and then click Actions > Create Purchase Order.

Adding Sales Order (SO) Items

1. Click S/Order to open the Sales Order lookup window

2. By default, the Outstanding Items for the linked Sales Order are displayed. (See the Out Qty field). Uncheck the Outstanding checkbox to view all the items on the selected Sales Order.

3. To select a different Sales Order, enter an SO No. All the Items linked to the selected Sales Order are displayed and the outstanding quantities are not applicable.

4. If the SO No. is blank, all the Purchase Items on the Active Sales Orders are displayed (Where Resolve = Purchase).

5. Select the Status that the SO/s will be changed to.

6. Multi-select the items you want to add, and press Enter or click the Add button to add the items to the Purchase Order.

Adding Work Order (WO) Items

1. Click W/Order to open the Work Order lookup window

2. By default, the Outstanding Purchase Items for the linked Work Order are displayed. (See the Out Qty field). Uncheck the Outstanding checkbox to view all the items on the selected Work Order. Work Order > Purchase Items include Services linked to a Supplier and Materials which have Resolve set to Purchase.

3. To select a different Work Order, enter a WO Number (No.).  All the items on the selected Work Order (that must be purchased) are displayed and the outstanding quantities are not applicable.

4. If the WO No. is blank, all the Purchase Items on the Active Work Orders are displayed.

5. Select the Status that the WO/s will be changed to.

6. Multi-select the items you want to add, and press Enter or click the Add button to add the items to the Purchase Order.