Record a purchase order

Use this to enter a single purchase order for a supplier to record your purchase requirements for goods and services.

There are several steps to enter a purchase order:

  1. Specify the supplier details and your order details:

    The supplier details cover the terms and conditions of the order. Your order details include the date you expect the goods to be delivered and the address you want them delivered to.

    If you are using multiple locations, the delivery address is governed by the item types used to specify the required goods or services:

    • Standard items will use the warehouse address they are linked to or a direct delivery address that you specify.

    • Free text items will use the warehouse that you select. If you don't select a warehouse, this will default to your company address.

    An item's delivery address is not displayed during order entry and cannot be overridden. The purchase order can detail more than one delivery address. The delivery address for each item is printed in the sequence they are specified. To prevent the same delivery address appearing more than once on the printed purchase order, add items to the order and group them by warehouse (address).

    If you are not using multiple locations, your company address specified in Accounting System Manager is displayed as the suggested address. This can be overridden for the order if required.

  2. Add the required goods and services to the order together with any additional charges, that may be incurred.

    Add a Standard item to add stock items or services that you've set up in Stock Control, covering types: stock, miscellaneous and labour/services.

    Add a Free text item to add goods or services that have a value, but that have you haven't set up a stock item record.

    You can apply additional charges to cover costs such as delivery or insurance.

    You can also apply comment lines to add information to the order. Comment lines are generally printed on the order documentation, however you can prevent the comment from printing if you want to keep the information private.

  3. Add Delivery and Invoicing details.

    This is displayed on the Delivery and Invoicing tab. The information is displayed once the supplier is selected, it may be possible to amend the information as you prepare the order:

    This is taken from the supplier record and cannot be amended.

    This can be amended when dealing with a foreign currency supplier. The rate is based on the currency specified for the supplier and the exchange rate for that currency taken from the Accounting System Manager.

    This is taken from the supplier record.

    This depends on the Order Originator setting on the Order Entry tab of the POP settings. If this is selected your user name is displayed based on your user ID log on name, if not the display is empty.

  4. Set Analysis Codes for the whole purchase order.

  5. Add Attachments connected to the purchase order, such as files, folders and links.

  6. Confirm and save the order:

    If you have chosen to assign order numbers automatically on the Document numbering tab of the POP settings, next order number is assigned

    If not, you must assign the order number manually.

    If your system is set to print copy orders, then the documents are sent to print in accordance with your print setup.

  • If the quantity requested causes the stock level to exceed the maximum specified for the item at the warehouse, a warning is displayed. This does not stop you from recording the order.

  • If you select a supplier that is on hold, you are requested to select another. You cannot create purchase orders for suppliers on hold. However, if the supplier account is put on hold whilst you are recording the order, a warning is displayed. The order is stored but put on hold.

    Note: If an order is put on hold, you cannot print the order until you remove the on hold status using the Amend Order Status option. See Amend the status of a purchase order.

See also

Steps in this task

Enter the purchase order details

Add standard items to the purchase order

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

Add additional charges to a purchase order

Add a comment to the purchase order

Enter the purchase order delivery and invoicing details

Enter analysis codes for the purchase order

Confirm and save the purchase order

Reference

Amend the status of a purchase order

Purchase Documents