Create purchase orders
Purchase orders are a contractual agreement between you and the supplier for the provision of goods and services for a price. The purchase order defines the terms (prices, quantities and times) by which your supplier will deliver products or provide services to you.
How to enter purchase orders
You can create purchase orders using these methods:
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Enter purchase orders individually. Use this to enter order details manually, by adding the goods or services required to the order.
You can also copy an existing purchase order.
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Use Generate Suggested Orders (
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Generate purchase orders from requisitions (
Once the individual lines in the purchase requisition have been authorised, you can amend any details about the items required and choose how they will be fulfilled. For example, you can choose which suppliers to order from, or you may want to fulfil from existing stock.
For a more detailed overview, see The purchase order process.
At the moment, you can create individual purchase orders in the Web Portal, but you can only process orders
Enter individual purchase orders
When you enter an individual purchase order, you choose the supplier and manually enter order details.
You can also copy an existing purchase order and amend the details. This does not copy the order number or dates.
Purchase orders essentially contain the supplier details and the goods and services you buy.
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Supplier details.
The order will include details from the supplier's account, such as the business name, address, and terms of business.
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Goods, services and charges.
You add individual lines to the order for the goods and services, any additional charges, and comments. The line types are:
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Standard items are product types that you've created a record for in Stock Control. These can be any of kind of item that you want to keep track of, such as physical stock items, a service, or labour charges. Each product type has its own specific characteristics that determine how they are managed in Sage 200.
When you select a standard item, you can see the item's information such as price and discount.
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Free text items are used when don't have (or need) to keep a record of the item in Stock Control. They can still be processed in the same way as standard items, but provide less control.
Free text items can be used for any item that requires a value in the order.
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Additional charges are used to add charges such as delivery or warranty.
You can add a charge on an order by order by basis. If you often need to add the same charges, you can create records for them, which includes the VAT rate, value, and the nominal account for revenue postings. Creating additional charge records makes it quicker to add the charges to orders, and ensures their details are consistent.
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Use comment lines to add any other information to an order, such as delivery instructions, or notes for your suppler.
The comment is generally printed on the order documentation, however you can choose not to print comments if you want to keep them private.
Note: The Sales Orders module also allows you to create Invoice and order items, which cannot be ordered in a purchase order.
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See Create, amend or view a purchase order.
Purchase order status
Once created, purchase orders have one of these statuses, shown as the Order status / Document status:
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Live: Some invoices or credit notes still need to be recorded for the purchase order.
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Completed: All invoices or credit notes have been recorded for the purchase order, and the supplier and nominal account balances have been updated.
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On hold: The purchase order has been put on hold and cannot be processed.