Purchase Orders

Overview 

Purchase orders are used to replenish stock or to purchase items for a specific job. Purchase orders are either copied from a Requisition or from a Sales order. 

Actions - Set Locations

The action is used to set the location for any Stock items added to the purchase order as well as set the item resolve to purchase.  If the item has multiple locations, the first location added to the item will be selected.

Checklist 

Automatic checklists have been added to the Transactions. The transaction will automatically be set to an Active status once the checks are passed. 

1. Stock Location - This ensures that all stock items on the transaction have a location selected.  (Note, the action can be used to set these locations Automatically)

2. GL Account - This ensures that all items on the transaction have a debit account allocated to it. 

3.  Qty - An overridable Checklist, that compares the PO Qty to the REQ Qty.

4. Unit Price - An overridable Checklist, that compares the PO Unit Price to the REQ Unit Price. 

5. Category - An Automatic Checklist that compares the Category on the Purchase Order to the Category on the REQ.

6. Customer Order No - An Automatic check that is used to check if the Customer Order No. field is filled when the category is set to Transport - DN.

Changes in Qty and Prices

• We deactivate the Status Field on the Purchase order. This makes sure that nobody can manually change the status of the Purchases order. 

• We added an Approval Required Status to the Purchase order module. When the Qty and Price is different between the PO and the Requisition, the user is to set the status to Approval Required by navigating to Actions > Request Approval. 

• Bronwyn will be able to see the Purchases Orders that need approval on her Web App. 

• Once approved the PO will go to an active status. 

• For any further Amendments the user will need to set the transaction to pending by navigating to Actions> Pend Transaction.  This will reset the Approval process.

Goods Received

When copying the Purchase Order to a Goods received, two options have been made available. 

• Copy to Goods Received (Full) - When the full load or the last of the Load is being received, this option is to be used. This will set the PO to a Complete status. 

• Copy to Goods Received (Part) - When receiving part of the load, this option is to be used, this will set the PO to a Part Received status.