BOSPrint Supplier Module allows you to view all Purchase Orders, sorted in the way you want to view them.

The Purchase Order module allows you to manage and track the procurement of Materials and Services. You can create Purchase Orders from and linked to Sales Orders, Work Orders and to Assets.

Discover Purchase Orders

• Purchase Orders Data Grid
• Purchase Order Interface
• Copy to Purchase Order

Purchase Orders Data Grid

Navigation

Main Menu > Suppliers > Purchase Order > View

To create a new Purchase Order, click on the New button, or you can copy a Sales Order to a Purchase Order by clicking on the Copy button and selecting Copy to Purchase Order.

This will open the Purchase Order Setup, see below:

Purchase Order Interface

Navigation

Main Menu > Suppliers > Purchase Order > Edit/ New

1. Status - The status of the Purchase Order updates automatically when Items are received (Status: Received) and the Purchase Order is printed (Status: Printed), however it can be changed manually by navigating to the Status button (7).
2. Location - This is where your warehouse locations are listed if this purchase order is internal.
3. Due Date - If there is a due date for this specific order, it will be entered here.
4. Details - Supplier details are entered here, with Reference, Notes, Account and the respective SO or WO numbers.
5. Add Custom - This allows you to add a custom line Item to the Purchase Order.
6. Add Material - This will open a Find Material window, allowing you to search for the desired Material Item you wish to add to the Purchase Order.
   • When clicking on the arrow within the Material button, you are able to Update selected Item.
7. Add Service - This will open a Find Service window, allowing you to search for the desired Service you wish to add to the Purchase Order.
8. Add Sales Order - This allows you to add an Item from a Sales Order to the Purchase Order.
9. Add Work Order - This allows you to add an Item from a Work Order to the Purchase Order.
10. Items Data Grid- This panel displays the Items on the Purchase Order, and the transaction they are linked to, by Quantity, Unit, Cost, Adjustment and Total.
    • Unit Update - Clicking in the Unit field will display a list of all the Units and Supplier Prices available for the selected item. When a different Unit is selected, the Qty is updated accordingly. See image below:

11. By right-clicking on a record in the data grid, the following additional functionality becomes available:

• Delete Item - This will delete the selected Item.
• View/Edit Note - This will open the Note Editor pop-up window, allowing you to view or edit the Item's Note.

• Convert Unit Cost to Cost/1000 - This will convert Unit Cost to Cost/1000.
• Open Linked Material Item - This will open the linked Material Item.
• View Material Summary - This will open the Material Summary of the selected Item in the side-panel.
• View Purchase History - This will display the Purchase History of the Item in the Item's Summary Transactions tab.
• Update Material Price - This allows you to update the Material Price.
• Convert WO link to Inventory link - This will convert the Work Order link to an Inventory link.
• Move Up/Down - This will move the Item in the data grid up or down.

12. Status - This is where you select the status for this transaction. Status changes are audited.

13. Links - The Link button will list all the Transactions linked to the Purchase Order. This allows you to navigate between linked Transactions.

14. Copy - You can copy to Material Movements (Receive) or to Supplier Invoices from the Purchase Order module.

15. Menu - Additional functionality is included in the Menu button.

• Open Workflow - If this is linked to a Workflow, selecting this opens the Workflow in the side-panel.
• Inventory - The following Inventory functionality is included.
  • Re-create Inventory Order Transactions - This allows you to re-create the order Transactions against Inventory Items.
  • Receive all Inventory Items - This allows you to receive all outstanding orders listed on the Purchase Order.
• Update Material Prices from Setups - If the Material Prices have been changed in Setups, selecting this will update the price on the Purchase Order.
• View / Edit Specification - This opens a rich text field where you can enter a Specification that can be printed on the Purchase Order. The Quote Specification is automatically copied to this field when creating a Purchase Order from a Work Order - this is useful when ordering outwork printing.
• Edit Location Lookup list - This allows you to change the drop-down list of the order locations (found in the Status field).
• View Job Summary - This opens the Job Summary of the linked Work Order in the side panel.
• View Audits - You can view the Audits of all Status changes made to this Purchase Order in a side panel view.
• View Linked Transactions - This allows you to view Inventory transaction and Supplier Invoices linked to this Purchase Order, in a pop-up window.
• Edit Supplier - This allows you to change details of the selected Supplier.
• Add new Supplier - This allows you to create a new Supplier which will then be linked to the Purchase Order. Fore more about Supplier Setups, click here.
• View Supplier Summary - This will open the Supplier Summary in the side panel.
• Delete Purchase Order - This will delete the current Purchase Order.
• The Menu button also allows you to Save Grid, Restore Grid, Restore Default Grid and Restore Default Grid (All Users).

Copy to Purchase Order

BOSPrint controls the business processes with statuses. When the one process is copied to the next, the status will automatically change. Depending on the status, all the linked data will automatically be updated.

Here is an example of a Sales Order with linked Inventory Material Items, copied to a Purchase Order and how it automatically updates the Inventory Material Item. See image below:

Once the Sales Order has been copied to a Purchase Order the relating Inventory Item's Inventory tab in Materials & Inventory > Edit Material will be updated with the quantity that is on order for the selected location. See image below:

When the Purchase Order is copied to a Material Movement (Receive) the status of the Purchase Order will automatically change to Received. See image below:

Once the Purchase Orders status is set to Received the On Order quantity will be added to the In Stock amount. Making the received material Available. See image below: