Add standard items to the purchase order

Open: Purchase Order Processing > Purchase Orders > Enter New Order | Order Details.

  1. Click Add Items.

  2. Select Standard item.
  3. Enter the item's details:

    Code

    Name

    Select the item using the Code or Name drop-down list. The description of the item is displayed.

    Warehouse

    If you use multiple locations, specify the warehouse where you want the goods to be delivered to.

    For delivery direct from supplier

    Select this if the item is set to be delivered directly from the supplier to a specific address.

    Select the Address from the drop-down list.

    Note: You must have chosen to allow direct delivery of goods on the Order Entry of the POP settings.

    Amend item line description

    To change the displayed item description select Amend item line description check box and enter the revised information in the displayed box.

    Update prices when goods received

    This box is only visible if you have selected the Allow prices to be updated when goods are received in the POP settings.

  4. Enter the Item Values:

    Buying unit

    Buying price unit

    You can change these if you are adding a stock item bought in trade units.

    Quantity

    Enter the quantity for the order.

    Note: The quantity will be modified if it is not an allowed amount (according to the unit's precision setting).

    Unit price

    Enter the price per unit for the item.

    The unit price displayed is the Average buying price for items using the FIFO, Average and Actual costing methods.

    For items using the Standard costing method, the item's Standard price is displayed.

    Unit discount %

    Unit discount

    Enter a discount if applicable. This can be entered as a percentage (Unit Discount %) or a fixed amount (Unit Discount).

    Landed costs type

    Landed costs value

    Enter the landed costs if applicable.

    Select the Landed costs type from the drop-down list:

    • Not applicable - Select this if landed costs are not applicable to the stock item.
    • Percentage based - Select this to add a percentage of the item cost to cover landed costs. You must also enter the percentage in the Landed costs value box.
    • Value based - Select this to add a value to the item cost to cover landed costs. You must also enter the value in the Landed costs value box.

      Note: You cannot use value based landed costs for stock items using multiple buying and selling units.

  5. Check the Item totals:

    VAT rate.

    The appropriate VAT rate for the combination of supplier and item is displayed. Select another VAT rate for the item if required.

  6. If required, enter Project analysis and Nominal analysis information:

    Project analysis

    Select the Project Code and Project Item from the Project analysis tab.

    If you are raising a purchase order to satisfy a sales order with project analysis, and you are entering a standard stock item of Product Type Stock, do not enter project analysis on the purchase order item as well. This will prevent a double posting for the cost of the stock (one from the sales order and one from the purchase order).

    Nominal analysis

    Select the Nominal Analysis tab to see the default nominal account for cost.

    This is used to post the value of the stock. The nominal account is taken from the stock item record.

    If you have selected to allow the amendment of nominal codes in the POP Settings, then check the nominal account displayed. Amend the code, if required.

  7. Enter the required Delivery dates:

    1. If the requested date is taken from the date entered on the Order Details tab; accept or amend the displayed date.
    2. To request order quantities for various delivery dates, click Multiple Dates. The Multiple Dates window is displayed.
    3. Enter the required delivery dates and quantities and click OK.

    Note: If you're using Manufacturing, multiple delivery dates can't be used with MRP

  8. To view or change the analysis codes, click Analysis Codes.

    • Select the required Values from the drop-down lists.

      To change the analysis codes, you must have selected to Allow amendment of - Analysis codes on the Order Entry tab of the POP Settings.

    • Click New value to add a new value to this analysis code.

      To add new values, you must have selected Add New on Entry for the analysis code in Maintain Analysis Codes.

  9. Click Save to add the stock item to the order.