Creating a purchase order

Details

When you want to order stock that is to be sold through Platinum, this stock will need booking into the system. There are two methods to achieve this; either create a purchase order and receive the items in or purchase each item, line by line, using stock movements.

We would advise that you follow this method, and create a purchase order, because this will allow you to enter an entire order and track any back orders with your supplier and has a much better control for the accounts department.

Creating A Manual Purchase Order

• From the Purchase Ordering Main Menu, Select [Add or Edit Purchase Orders]

• Account Code -> Enter the supplier account code
  • To search for an account code tap <Ctrl+F1> to bring up a search box. Enter part of their name and tap Enter or click on [Search]. Highlight their name in the list and tap <F2> or click [Choose]. Note: if only one possible match is found it will be chosen automatically. If so check it is the correct supplier.
  • If this is a new supplier, click [Add] or tap <F6>. Enter their name, address & phone number then tap Escape or click [Done] and Accept the new account.

If there are no orders outstanding for this supplier you will be taken to the Order No field. However if you already have purchase orders for this supplier, tap F6 to create a new order.

• Order No -> Tap <Enter> The system will assign a unique order number automatically.
• Supp O/No -> Enter a supplier order number if applicable.
• Del Name & Address -> Enter the name and address to deliver to if different to your company address. Tap <F3> if you wish to save the address.

Tap Enter until you reach the bottom part of the screen where your cursor will be under the "Stock Code" column. Enter the Items you wish to order:

• Stock Code -> Enter the code of the item to order. If you need to find an item there are various search facilities available from this field
  • <F1/Shift+F1>to scroll forward/backward through your stock codes.
  • <Ctrl+F1> to search for an item by its description
  • <Alt+F7> to add a list of items created in an external program which links with Platinum Software i.e. an Electronic Parts Catalogue EPC).
  • <F8> Stock Enquiries to allow you to search for parts and copy any tagged items into the order.
  • <Shift+F10> to create a new stock item. Fill in the relevant details and choose [Done] and [Accept] to return to the order.
  • Shadow File Items -> If the item you enter is in the Shadow File the “Stock Shadow Maintenance” box will appear. Tap <Shift+F5> to copy the item to your main stock file. Edit the details as usual i.e. enter the Stock Group, check the Vat Rate and set the Cost Centre then choose [Done] and [Accept] to return to the order.
• Description -> The description will be filled in when the stock code is chosen. To enter a non- stock item on the order e.g. Carriage, you can leave "Stock Code" blank and simply enter a description.
• Price -> The unit cost to you will be displayed. This is the most recent price you paid for the item or the manufacturers usual cost price. If you haven’t bought this item before the cost may be blank. Make sure you enter the price if necessary. When you book the stock in you will have the opportunity to check the price again and alter it if necessary.
• Quantity -> Enter the quantity to purchase. If this is below the suppliers Pack Quantity you may be prompted to increase your order level.
• Saving the Purchase Order -> Tap Escape when you have entered all items on the order. The new order is saved automatically.

Printing the Purchase Order

• From the Purchase Ordering Main Menu, Select "Add or Edit Purchase Orders".
• Account Code -> Enter the supplier account code and tap Enter to list all orders still in progress for that account. Don’t forget you can search for their account by typing their name and pressing <Enter>.
• Arrow key down the list of orders until the cursor is pointing at the order to process.
• Press <F2> to process the order.
• Press <T> and tag all the items in the list.
• Press <F5> to print the order.

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