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

Add standard items

Open: Purchase Orders > Purchase Orders > New Purchase Order

Open: Purchase Orders > Purchase Orders > Amend Purchase Order

  1. Go to the Order Details tab.

  2. Add a line to the order and select Standard as the Type.

  3. Select the stock Item.

  4. Enter the basic details, such as the quantity and warehouse.

  5. To enter more details for the standard item, select More actions > More details.

Product item

  • Code: The standard stock item's code and name.

  • Part reference: The supplier stock item part number. This will display the part number if it has been set in the stock item record, or it will display the stock item code if no part number has been set. You can amend the part reference if required.

  • Amend item description: To change the item's description, select Amend item description and update the Item description as required.

The cost price of goods is confirmed when the goods are recorded as received (in the Sage 200 desktop).

When the goods are recorded as received:

  • The exchange rate will be taken from the order.

  • The confirmed stock level is updated.

  • The cost price is updated for stock items using the FIFO and Average costing methods.

When you enter the purchase invoice (in the Sage 200 desktop), any differences in the cost price of the goods on the purchase order and the cost price on the purchase invoice is posted to the Cost Price Diff nominal account specified in the POP settings - Order Entry tab.

Delivery information

Deliver to your warehouse

Select the Warehouse where the item will be delivered to.

Delivery dates

You can set a requested delivery date for individual items in the order, and also set multiple delivery dates.

If you've already entered a Delivery requested date for this order, that will be used as the default delivery date for each item in this order.

To enter or amend the requested delivery dates for this item:

  1. Select Select Delivery Dates.

  2. Set the delivery dates and quantities for this item.

    • To add a new delivery date, select Add, then enter the Requested date and Quantity to deliver.

    • You can amend the Requested date or Quantity to deliver for any existing delivery dates.

  3. To confirm the delivery dates, select Save.

    You will only be able to save when the Quantity with no delivery date is zero. This shows the difference between the order quantity for the item and the total of each Quantity to deliver that you have entered.

Item values

  • Quantity: Enter the quantity of the item for the order.

    You'll see a warning if the quantity you requested will cause the item to exceed its Re-order stocking level for the selected warehouse, but this will not stop you from ordering the item.

  • Buying unit, Buying price unit: The units that the item is bought by, such as a box, crate or bottle.

    • You can't change the buying units if the item has a Product type of Stock. The units are set on the stock item.

  • Unit price: Check and amend the Unit price if required.

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

    The item's Standard price is displayed for items using the Standard costing method.

  • Unit discount %, Unit discount: If the item is discounted, enter the discount as a percentage or as a fixed amount. You can check the item price after the discount in the Discounted unit price.

  • If the item's product group uses landed costs, the Landed costs type and Landed costs value are displayed.

    To choose the landed costs for this item, set the Landed costs type:

    • Select Not applicable if you do not want to add landed costs for this stock item.

    • Select Percentage based to add landed costs as a percentage of the stock item price. Enter the landed cost percentage value.

    • Select Value based to add landed costs of a fixed amount to the stock item. Enter the landed cost value.

    Landed costs will only be available for the item if you have selected Use landed costs in both the Stock control settings and for the stock item's Product Group (in the Sage 200 desktop).

    The landed costs are not included in the total value of the purchase order.

    When the purchase order is invoiced, the landed costs are:

    • Added to the value of the order and posted to the Stock nominal account specified for the stock item.

    • Added to the cost price of the stock item.

    • Posted to the Landed Costs nominal account specified in the Stock Control Settings (in the Sage 200 desktop).

Item totals

The appropriate VAT rate for the combination of supplier and item is displayed.

For foreign currency suppliers, the VAT rate will always default from the supplier account.

Check and amend the displayed VAT rate if required.

For foreign currency suppliers (where the supplier's Country Code is set to a foreign country), Sage 200 will default to using the VAT rate set on the supplier's account, and this will override the default VAT rate of stock item.

Nominal analysis

This is the Cost nominal account used to post the value of the item.

The default nominal account is taken from the stock item.

Check the Cost nominal account displayed, and select a different account if required.

See also

Steps in this task

Enter the purchase order details

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 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

Create, amend or view a purchase order