Difference between revisions of "Processing a Purchase Order"

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== Summary ==
 
== Summary ==
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This article explains how to receive an order into stock.
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This article explains how to process an purchase order.
  
 
== More Information ==
 
== More Information ==
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Go to "Purchase Ordering" -> "Process Orders".
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There are a number of stages through which a purchase order must go before it has been processed fully. These stages are:
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* At {{DataPrompt|Supplier:}} type in the supplier's account code if known, or [[How do I find a supplier?|search]] for a supplier.
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* Move the cursor to point at the order to process.
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* Printing the Purchase Order (either to file or to a printer).
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* Press {{KeyPress|F7}} Order Items.
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* Receiving the Purchase Order.
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* Tag each item that you have received by pressing {{KeyPress|T}} against it. Make sure you check the price, quantity and part number are correct.
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* Checking the Invoice against the Order.
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** If a part number is incorrect e.g. it has been superseded, over type the item with the new code. If the new code doesn’t exist, press {{KeyPress|Shift+F10}} and create it by filling in the description, prices, group, vat rate, cost centre and, if this is a Supersession, fill in the previous Supersession part number field with the old part number. Choose {{Button|Done}} and {{Button|Accept}} the item to return to your order.
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* If a price is incorrect, move to the price and correct it.
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To provide some level of checking, the first two stages can be done by the same person, but the invoice checking should be done by a different person, preferably someone in accounts or authority.
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* If you have only been sent part of what you ordered, you have 2 options:
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** If the supplier is not going to send any more, arrow key across to the quantity field and over type it with the quantity you have been sent.
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=== Printing the Purchase Order ===
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** If the remaining quantity is on backorder with the supplier, press {{KeyPress|Shift+F7}} whilst the cursor is pointing at the item.
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This is a useful stage since it provides a way to show that the order has been noticed and placed.
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Enter the quantity which you have been sent and press {{KeyPress|Enter}} twice. This will split the order leaving the remaining quantity at the bottom of the order for now. You can receive this at a later date when it arrives.
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* Once you have tagged all the items which you have received, press {{KeyPress|F6}}.
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Go to {{Menu|{{PO}}|Add/Edit/Process Purch. Orders}}.
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** Choose {{DataPrompt|Tagged}} items by pressing {{KeyPress|Enter}}.
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* Enter the supplier account code, or [[How do I find a supplier?|search]] for the supplier.
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** Confirm you wish to receive the order by pressing {{KeyPress|Enter}}.
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* Select the order to process.
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** If prompted, enter the delivery note or invoice number in the {{DataPrompt|Notes}} box and press {{KeyPress|Enter}}.
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* Press {{KeyPress|F7}} to go to the Order Items.
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** Your Goods Received Note & Labels will now be printed. Attach the goods received note to the supplier's paperwork and pass this to accounts.
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* Press {{KeyPress|A}} to tag all the Items in the list.
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* Press {{KeyPress|F3}} to print the Order.
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 +
=== Receiving the Purchase Order ===
 +
This stage is the point at which the items ordered are actually booked into stock.
 +
 
 +
Go to {{Menu|{{PO}}|Add/Edit/Process Purch. Orders}}.
 +
* Enter the Supplier Account Code, or [[How do I find a supplier?|search]] for the Supplier.
 +
* Select the Order to process.
 +
* Press {{KeyPress|F7}} to go to the Order Items.
 +
* If you want to print labels for the items as you receive them click on the {{DataValue|Label}} field and enter the label number to use or press {{KeyPress|F1}} or {{KeyPress|S-F1}} to scroll between labels set up on your system.
 +
* Press {{KeyPress|T}} to tag the Items received. Make sure you check that the price, quantity and part number are correct.
 +
 
 +
{{Note|text=If you have only received part of what you ordered of an item, you deal with this in the following manner:
 +
* Split the order line by moving the cursor onto the line in question, and pressing {{KeyPress|S-F7}}.
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* Enter the amount that you are receiving into stock. Press {{KeyPress|ESC}} and {{KeyPress|Accept}}.
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* The system creates two lines on the Purchase Order for the same Stock Code.
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* Tag the line with quantity you want to receive as above.}}
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* Press {{KeyPress|F4}} to receive the lines on the order.
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* Press {{KeyPress|ENTER}} on the "Tagged Items Found" window.
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* Press the {{Button|Receive}} button and enter the supplier {{DataValue|Delivery Note}} or {{DataValue|Invoice Number}} if there is no Delivery Note.
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* The system will print a Goods Received Note, which should be stapled to the supplier paperwork from which you have booked in the goods. This should then go to the accounts department.
 +
 
 +
=== Checking the Invoice against the Order ===
 +
This stage should be carried out to check that the supplier has charged correctly for the items supplied. It is a process that can save you money and time, and give you a level of security against items being ordered and paid for without authorisation.
 +
 
 +
{{Note|There are two methods for carrying out this check depending on whether the link between the {{PL}} and {{PO}} systems has been switched on or not. Your accounts department should be able to advise on which method to use. {{SupportContact}} if you are unsure.}}
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 +
{{Note|If the link is switched on please refer the invoice to your accounts department for processing.
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* See the article [[How do I Allocate an Invoice to a Purchase Order?]] for instructions.}}
 +
 
 +
To match the invoice against the order manually:
 +
 
 +
Go to {{Menu|{{PO}}|Add/Edit/Process Purch. Orders}}.
 +
* Enter the Supplier Account Code, or [[How do I find a supplier?|search]] for the Supplier.
 +
* Select the Order to process.
 +
* Press {{KeyPress|F7}} to go to the Order Items.
 +
* Press {{KeyPress|T}} to tag the Items that correspond to those shown on the invoice. Check the quantity and price against the invoice. The items on the order that you tag should come to the same nett total as the invoice, allowing for carriage if relevant.
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* Press {{KeyPress|F8}} once you have checked and agreed the values.
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* Press {{KeyPress|ENTER}} on the "Tagged Items Found" window.
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* Press the {{Button|Invoice}} button and enter the supplier {{DataValue|Invoice Number}}. This will flag all the tagged items on the order with that invoice number for accounting purposes.
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{{Tip|text=Once an order has been fully processed it is archived into [[How do I View Order History?|Order History]].}}
  
 
== See also ==
 
== See also ==
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*[[How do I find a supplier?]]
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* [[How do I find a supplier?]]
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* [[How do I Set a Minimum Purchase Order Value?]]
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* [[Placing Purchase Orders Electronically]]
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* [[How do I receive stock by barcode?]]
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* [[How do I Split an Order Item?]]
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* [[How do I Create/Amend Stock Labels?]]
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* [[How do I Print Stock Labels?]]
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* [[How do I Allocate an Invoice to a Purchase Order?]]
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* [[How do I View Order History?]]
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* [[Processing a Sales Order]]
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{{KB_Tags|purchase orders, printing a purchase order, receiving, receive, invoice, order, checking, audit, label, stock label, labels, reference}}
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{{KB_OP}}
  
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{{KB_Tags|purchase orders, processing}}{{KB_OP}}
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{{KB_Ref|OP72, OP73, OP79, OP80, OP82, PO01}}

Latest revision as of 11:06, 28 September 2020

Summary

This article explains how to process an purchase order.

More Information

There are a number of stages through which a purchase order must go before it has been processed fully. These stages are:

  • Printing the Purchase Order (either to file or to a printer).
  • Receiving the Purchase Order.
  • Checking the Invoice against the Order.

To provide some level of checking, the first two stages can be done by the same person, but the invoice checking should be done by a different person, preferably someone in accounts or authority.

Printing the Purchase Order

This is a useful stage since it provides a way to show that the order has been noticed and placed.

Go to " Purchase Order Processing Add/Edit/Process Purch. Orders".

  • Enter the supplier account code, or search for the supplier.
  • Select the order to process.
  • Press <F7> to go to the Order Items.
  • Press <A> to tag all the Items in the list.
  • Press <F3> to print the Order.

Receiving the Purchase Order

This stage is the point at which the items ordered are actually booked into stock.

Go to " Purchase Order Processing Add/Edit/Process Purch. Orders".

  • Enter the Supplier Account Code, or search for the Supplier.
  • Select the Order to process.
  • Press <F7> to go to the Order Items.
  • If you want to print labels for the items as you receive them click on the 'Label' field and enter the label number to use or press <F1> or <Shift+F1> to scroll between labels set up on your system.
  • Press <T> to tag the Items received. Make sure you check that the price, quantity and part number are correct.
If you have only received part of what you ordered of an item, you deal with this in the following manner:
  • Split the order line by moving the cursor onto the line in question, and pressing <Shift+F7>.
  • Enter the amount that you are receiving into stock. Press <Esc> and <Accept>.
  • The system creates two lines on the Purchase Order for the same Stock Code.
  • Tag the line with quantity you want to receive as above.
  • Press <F4> to receive the lines on the order.
  • Press <Enter> on the "Tagged Items Found" window.
  • Press the [Receive] button and enter the supplier 'Delivery Note' or 'Invoice Number' if there is no Delivery Note.
  • The system will print a Goods Received Note, which should be stapled to the supplier paperwork from which you have booked in the goods. This should then go to the accounts department.

Checking the Invoice against the Order

This stage should be carried out to check that the supplier has charged correctly for the items supplied. It is a process that can save you money and time, and give you a level of security against items being ordered and paid for without authorisation.

There are two methods for carrying out this check depending on whether the link between the Purchase Ledger and Purchase Order Processing systems has been switched on or not. Your accounts department should be able to advise on which method to use. Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page if you are unsure.
If the link is switched on please refer the invoice to your accounts department for processing.

To match the invoice against the order manually:

Go to " Purchase Order Processing Add/Edit/Process Purch. Orders".

  • Enter the Supplier Account Code, or search for the Supplier.
  • Select the Order to process.
  • Press <F7> to go to the Order Items.
  • Press <T> to tag the Items that correspond to those shown on the invoice. Check the quantity and price against the invoice. The items on the order that you tag should come to the same nett total as the invoice, allowing for carriage if relevant.
  • Press <F8> once you have checked and agreed the values.
  • Press <Enter> on the "Tagged Items Found" window.
  • Press the [Invoice] button and enter the supplier 'Invoice Number'. This will flag all the tagged items on the order with that invoice number for accounting purposes.
Once an order has been fully processed it is archived into Order History.

See also


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Keywords AND Misspellings
purchase orders, printing a purchase order, receiving, receive, invoice, order, checking, audit, label, stock label, labels, reference
Tags

OP72, OP73, OP79, OP80, OP82, PO01

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