Create, amend or view a purchase order

Find this screen

Open: Purchase Order Processing > Purchase Orders > New Purchase Order

Open: Purchase Order Processing > Purchase Orders > Amend Purchase Order

Open: Purchase Order Processing > Enquiries > View Purchase Order

How to

Create a new purchase order

Open: Purchase Order Processing > Purchase Orders > New Purchase Order

  1. Select the Supplier.

    • You can't select a supplier who is currently on hold, as the order can't be processed.

    Note: If alerts have been set up for this supplier account and document type, they'll be displayed before you continue. To view the alert messages again, select the View Alerts button. See Supplier alerts.

  2. Enter the Order Detail.

    • Amend the order Document date, if necessary. The default is today's date.

    • Enter your Delivery requested date for the whole order, or leave it blank.

      Note: This delivery date will be used as the default requested date for new items that you add to the order. You can still change the requested date for individual items in the order.

    • Enter the Order originator who initiated the order and can respond to queries. This user will receive notifications (in the Sage 200 desktop) if the order requires authorisation.

      The Order originator will automatically be set as your user name, if you have chosen to Use the user's logon name as the order originator in the POP settings - Order Entry tab (in the Sage 200 desktop).

      Note: If you enter the name of a person who is not a Sage 200 user, they will not receive authorisation notifications (in the Sage 200 desktop).

    • The Order taken by name is set to the Sage 200 user name that you're logged in as, and cannot be changed.

    • Enter a Supplier reference number, if applicable. This can be a reference that the supplier gives you, such as their name, or their own order number.

  3. Enter more details about the order on the following tabs:

  4. Once you've finished entering the order, you can save the order.

    • To save the order, select Save.

    • To print or view the order document after saving, select Save and Print.

      The order document will be produced as a PDF file. You can then view and print the document, or download it to your device. The document will also be saved to the print spooler. See Print reports and documents from the spooler.

      If you have chosen to Automatically print copy orders in POP Settings, the order copy will be saved to the print spooler.

      Note: The order will not be printed if it requires authorisation.

  5. You will be asked to confirm the order whenever you save the order.

    • You can enter a Supplier reference number, if you haven't already entered this in the order details.

    • Select Save to confirm the order.

    See Confirm the purchase order.

Amend a purchase order

You can amend your purchase orders as long as they have an Order status / Document status of Live and are not Completed.

What you can amend on your purchase orders depends on how complete the order is.

  • You cannot change the order number.

  • You can only change the supplier if no goods or services have been added to the order.

  • You can add, amend and delete items on an order depending on how complete the order is.

  • You cannot change any details once an order is completed.

If you amend a purchase order linked to a requisition, this will affect the lines on the requisition. See What happens if I amend orders linked to requisitions?

To amend a purchase order:

Open: Purchase Order Processing > Purchase Orders > Amend Purchase Order

Tip: You can also find and amend a purchase order from the Purchase Order List.

  1. To select the order:

    • If you know the order number, enter or select the Order number.

    • To view a list of your orders that you can search and filter, select Find Order.

      • Search for items by typing in the box at the top of a column.

      • Use filters to show items that contain particular text or a range of values.

        • To filter a column, select the Filter button filter button in the column heading, or select the Filter button filter button from the Menu button menu in the column header.
        • If you want to filter by a date, use the Filter button filter button from the Menu button menu in the column header.
      • Sort the list by selecting the column heading. Select the heading once to sort in ascending Sort ascending button order, and select it again to sort in descending Sort descending button order.

    Note: If alerts have been set up for this supplier account and document type, they'll be displayed before you continue. To view the alert messages again, select the View Alerts button. See Supplier alerts.

  2. Amend the order details as required.

    If you want to amend the Order Detail for the order:

    • You can amend the order dates for the Document date and Delivery requested.

    • You can amend the Order Originator.

    • You can amend the Supplier reference number.

    • You can't amend the supplier.

    • You can't amend the Order number for the order. You can select a different order if you're amending the wrong one.

    • You can't amend the Order status here in the Web Portal. If you want to cancel the order or put it on hold, use Amend Order Status in the Sage 200 desktop.

    • The Order status will change from Live to Completed if all invoices or credit notes have been recorded for the order.

    You can add new items to the order as long as the order status is not Completed.

    If you want to amend or delete items on the Order Details tab, this will depend on whether the items have been received and invoiced.

    You cannot delete order items that:

    • Have been received.

    • Have been part or fully invoiced.

    You can amend order items, depending on how far the order has been processed and invoiced.

    If the order item is:

    • Not received or invoiced.

      • You can amend all item details.

    • Not invoiced but part received.

      • You cannot amend the item warehouse (if you are using multiple locations).

    • Not invoiced and fully received.

      You cannot amend:

      • The item warehouse (if you are using multiple locations).

      • The item quantity.

      • The item delivery date.

    • Part invoiced and part received.

      You can only amend:

      • The item quantity.

      • The delivery date.

    • Fully invoiced and not received or part received.

      • You can only amend the delivery date.

    • Fully received and part invoiced or fully invoiced.

      • The item cannot be amended.

    If you want to amend the details on the Delivery tab:

    • You can change the delivery address, if you are not using multiple locations.

    If you want to amend the details on the Invoice Details tab:

    • You can change the order discounts.

    If you want to amend analysis codes for the whole order (on the Analysis Codes tab), or for individual items (on the Order Detail tab):

    • You can only change analysis codes for an order, if you have chosen to Allow amendment of - Analysis codes for order header entry, on the Order Entry tab of POP Settings.

    • You can only change analysis codes for items in an order, if you have chosen to Allow amendment of - Analysis codes for order line entry, on the Order Entry tab of POP Settings.

    • You can amend the analysis codes for the whole order as long as the order status is not Completed.

    • You can amend the analysis codes for items in the order as long as the item is not fully received and part or fully invoiced.

  3. Once you've finished amending the order, you can save and confirm the order.

    You'll be asked to confirm the order whenever you Save an amended order.

    See Confirm the purchase order.

Copy a purchase order

You can create a new purchase order by copying an existing order, and then amending the new order as required.

Note:

  • The order number and dates are not copied.

  • You will only see the Copy Order option if you have user access to amend an order.

  • If the order has any analysis codes that are set to Get default value from supplier code, the analysis code values will change if you choose a different supplier.

Open: Purchase Order Processing > Purchase Orders > New Purchase Order

  1. Select Copy Order.

  2. Select the supplier to create the new purchase order for.

    • You can't select a supplier who is currently on hold, as the order can't be processed.

  3. Select the order to copy.

  4. All prices and discounts will be copied from the order by default.

    • If you don't want to copy prices and discounts, deselect Copy purchase order prices and discounts.

    Note: You will see a warning if the supplier's currency for the new order is different to the currency of the original order, as your copied prices may be incorrect for the new currency.

  5. Select Copy to copy the order.

    Continue to amend the order as required.

View a purchase order

To view a purchase order:

Open: Purchase Order Processing > Enquiries > View Purchase Order

Tip: You can also find and view orders from the Purchase Order List.

  1. To select the order:

    • If you know the order number, enter or select the Order number.

    • To view a list of your orders that you can search and filter, select Find Order.

      • Search for items by typing in the box at the top of a column.

      • Use filters to show items that contain particular text or a range of values.

        • To filter a column, select the Filter button filter button in the column heading, or select the Filter button filter button from the Menu button menu in the column header.
        • If you want to filter by a date, use the Filter button filter button from the Menu button menu in the column header.
      • Sort the list by selecting the column heading. Select the heading once to sort in ascending Sort ascending button order, and select it again to sort in descending Sort descending button order.

  2. You can view additional information related to the order.

    • Use the tabs to view details about the order.

    • To view details about items in the order, go to the Order Details tab and select More actions for the item.

      • More details: View details about the item, such as prices and discounts, delivery dates, and the nominal code.

      • You can also view requisitions, invoices, deliveries, linked orders, and analysis codes.

View cancelled order lines

Open: Purchase Order Processing > Purchase Orders > Amend Purchase Order

Open: Purchase Order Processing > Enquiries > View Purchase Order

Cancelled order lines are recorded when you delete an item or reduce the quantity of an item in the order.

  • Select the Cancelled Order Lines tab.

    You can see the details of the cancelled items for this order, including the name of the person who cancelled the item, and the quantity cancelled.

Note: You can only view the order line details (goods and services) of cancelled orders if you have enabled Record details of cancelled orders for future analysis in POP settings (in the Sage 200 desktop).

View requisitions for order items

Open: Purchase Order Processing > Purchase Orders > Amend Purchase Order

Open: Purchase Order Processing > Enquiries > View Purchase Order

If the order was generated from a purchase requisition, you can view the requisition fulfilment lines that were used to generate this item on the purchase order. An order item may have been generated from multiple requisition lines.

  • Go to the Order Details tab, select More actions for the order item, then select Requisitions.

Note: If you amend an order item that's linked to a requisition, this will affect the lines on the requisition. See What happens if I amend orders linked to requisitions?

When purchase orders are generated from authorised requisition lines (in the Sage 200 desktop), you can choose how to fulfil the requisition line. You can fulfil the requisition line with a new purchase order, with items from stock, or you can choose not to fulfil the requisition line.

Purchase orders will be generated from the requisition lines according to the chosen supplier and fulfilment details.

  • Purchase orders are created for requisition lines with the Fulfilment Type of POP Order.

  • Requisitions for exactly the same stock item from the same supplier will be combined into a single purchase order.

    • The quantities from requisition lines will be combined in a single order if they have the same Item Code and are ordered from the same Supplier.
    • The requisition lines will also be combined to the same line on the order if they have the same Unit Net Price, otherwise there will be a separate line in the order for the quantity at each unit price.
  • If a requisition line is fulfilled from multiple suppliers, a purchase order will be generated for each supplier.

View invoices for order items

Open: Purchase Order Processing > Purchase Orders > Amend Purchase Order

Open: Purchase Order Processing > Enquiries > View Purchase Order

You can view invoices that are linked to the order item (only for standard item, free text item, additional charge).

  • Go to the Order Details tab, select More actions for the order item, then select Invoices.

Note: Invoice details are only available for current orders, but not archived orders.

View deliveries for order items

Open: Purchase Order Processing > Purchase Orders > Amend Purchase Order

Open: Purchase Order Processing > Enquiries > View Purchase Order

You can view the history of delivery receipts (goods received notes) for the order item (only for standard item, free text item).

  • Go to the Order Details tab, select More actions for the order item, then select Deliveries.

Note: Delivery details are only available for current orders, but not archived orders.

View linked sales orders

Open: Purchase Order Processing > Purchase Orders > Amend Purchase Order

Open: Purchase Order Processing > Enquiries > View Purchase Order

If the item is being ordered to fulfil a customer sales order (a back-to-back sales order), you can view details of the linked sales orders.

  1. Go to the Order Details tab, select More actions for the order item, then select Linked orders.

  2. To view more details about an individual sales order, select the order number from the list of Linked Orders.

Note: If you amend an order item that's linked to one or more sales orders, this means the sales orders cannot be fulfilled by the purchase order. See What happens if I amend orders linked to sales orders?

Enter or view analysis codes for order items

Open: Purchase Order Processing > Purchase Orders > New Purchase Order

Open: Purchase Order Processing > Purchase Orders > Amend Purchase Order

Open: Purchase Order Processing > Enquiries > View Purchase Order

You can enter or view analysis codes for the order item (only for standard item, free text item).

  • Go to the Order Details tab, select More actions for the order item, then select Analysis codes.

See Enter analysis codes for an item in an order.

Useful info

What happens if I amend orders linked to requisitions?

When you amend a purchase order linked to a requisition, this will affect the lines on the requisition.

  1. When you reduce the quantity of an item on an order, you must choose whether to also cancel the remaining quantity from the linked requisitions.

    • If you don't want to order the remaining items, choose to Cancel the linked requisitions. The requisition is updated with a new requisition fulfilment line for the reduced quantity, which is marked as Cancelled.

    • If you still want to order the remaining items, choose to Keep the linked requisitions. The remaining items can be included on a new order when you generate orders for the requisitions. The requisition is updated with a new requisition fulfilment line for the remaining quantity to order.

  2. You can enter a comment about why you reduced the order quantity.

    The person who submitted the requisition can see this as an Authoriser Comment on the requisition.

  3. If the order item is linked to more than one requisition line, you can also choose the quantity to allocate to each requisition line.

    • Enter the Quantity to allocate to each requisition line, so that the total of the Fulfilment items selected matches the Total quantity amount of the order item.

  1. When you delete a purchase order item, you must choose whether to also cancel the linked requisitions.

    • If you don't want to order the deleted items, choose to Cancel the linked requisitions. The requisition is updated with a new requisition fulfilment line for the deleted quantity, which is marked as Cancelled.

    • If you still want to order the deleted items, choose to Keep the linked requisitions. The items can be included on a new order when you generate orders for the requisitions.

  2. You can enter a comment about why you deleted the order item.

    The person who submitted the requisition can see this as a Authoriser Comment on the requisition.

What happens if I amend orders linked to sales orders?

When you delete or reduce a the quantity of an item in your purchase order that is linked to one or more sales orders, this means the sales orders cannot be fulfilled by the purchase order. But if this happens, you will be asked to confirm that you want the linked sales orders to be removed.

  • If you delete the item, this will remove the link to the sales orders, and all the sales orders will not be fulfilled by this purchase order.

  • If you reduce the quantity of the item, you will be asked to choose which sales orders you don't want to fulfil on the Remove Linked Orders screen.

    1. The list displays all the sales orders linked to this purchase order. Each linked sales order shows the remaining PO quantity required that would fulfil that sales order.

    2. Select Remove next to the sales orders that you want to unlink from this purchase order.

      You may need to remove more than one sales order, as the total quantity required to fulfil your sales orders cannot exceed the purchase order quantity.

      For example, if you have reduced the purchase order quantity by 5, then you will need to remove sales orders that have a total PO quantity required of 5 or greater.

    3. Select Save to confirm removing the linked sales orders.

What happens if the supplier is on hold?

You cannot enter a new order for a supplier whose account status is already On hold.

If the supplier's status has changed to be On hold since you entered the order, the order status will also be set to On hold when you next save the order.

If you remove the On hold status from the supplier, you must also set the supplier's orders to the Off hold status before they can be printed. To set orders to the Off hold status (in the Sage 200 desktop), open Amend Order Status and set the order to Off Hold.

See also

Steps in this task

Enter the purchase order details

Add standard items (goods and services) to a purchase order

Add free text items (goods and services) to a purchase order

Add an additional charge to a purchase order

Add a comment to a purchase order

View or amend the delivery details (purchase order)

Enter the invoice details (purchase order)

Enter analysis codes for the purchase order

Enter memos (purchase order)

Confirm the purchase order

Related topics

Print reports and documents from the spooler