Purchase Orders (PO)

How to Copy a Transaction to Create a Purchase Order

ℹ️ The conditions under which transactions can be copied from one to another is determined by the Transaction Type's Copy Rules. 

Purchase Orders can also be created from Production Planning.

1.  From editing a transaction (e.g. Sales Order or Work Order), click Actions (button) > Copy to Purchase Order. 

2. On the popup, check the checkboxes next to the items that must be copied.

   • Note: If there are no items, a purchase order may already have been created for that transaction, or there are no items that match the conditions in the copy rule (e.g. no items with the resolve Purchase).

3. Click Copy (button).

4. Confirm the copy if applicable (the setup of the copy rule may request confirmation).

How to Create a Purchase Order

1. Navigate to Purchase Orders (e.g. Main Menu > Procurement > Purchase Orders.

2. Click New (button).

3. Supplier = Select a supplier from the dropdown list.

4. Contact = Select a contact from the dropdown list.

5. Reference = Type a reference for the purchase order.

6. Note (optional) = Type a note.

7. Category = Select a category from the dropdown list.

8. Terms = Select the terms from the dropdown list.

9. Deliver to = Select an address that the supplier must deliver the order to.

10. If Checklists are used, select the relevant users for each dropdown list: Requestor, Manager, Head, Department. Check the Priority checkbox if the transaction is urgent (this checkbox only affects the approval process).

11. Select Items in one of the following ways:

    1. Click Add (Popup) (button) to add items from an existing document and select one of these options:

       • Items: Opens a list of items > Select an Item > Click Add (button) at the bottom of the popup.

       • Timekeeping: Opens a list of timekeeping records > Select the relevant records > Click Select (button) at the bottom of the popup.

       • Copy Items (e.g.  Copy Items from Requisitions, Copy Items from Sales Orders, Copy Items from Work Orders): 

         • Displays entries for all the copy rules, and displays items based on these copy rules: the Type (All, Flow, Parent, Contact) selected for the Copy Rule determines which items are available.

         • Select the items > Click Add (button) at the bottom of the popup.

    2. Type a search criterion in the Search block (optional)

       • Select an item from the dropdown list in the adjacent block.

       • Type the quantity in the block next to Qty.

       • Click Add (button).

12. Repeat Step 11 to add additional items.

13. Click Custom (button) to add custom items. In this case you must enter all the information and prices yourself.

14. Click Approve (button) if you have the authority or select Email Approval Request from the dropdown list if you cannot authorise the transaction.

    2. • Note: If you do not use checklists, you can finalise the transaction by changing the status manually to Active or Complete.

How to Print, Preview or Email a Purchase Order (Output)

ℹ️ Output is only available if a template has been added. If multiple templates are available, they all appear under Output for users to select one.

1. Click Output and select one of the options from the dropdown list (e.g. Print, Preview, or Email).

2. The Purchase Order is printed, displayed, or emailed according to the selection made.