Creating a purchase order
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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
Go to "Purchase Ordering Main Menu" -> "Add or Edit Purchase Orders".
- Enter the supplier account code.
- To search for an account code press <Ctrl+F1> to bring up a search box. If this is a new supplier, click [Add] and 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, press <F6> to create a new order. |
- Press <Enter> on the "Order No." and the system will assign a unique order number automatically.
- Enter a supplier order number if applicable.
- Enter the name and address to deliver to if different to your company address. Press <F3> if you wish to save the address.
Press <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:
- Enter the code of the item to order. If you need to find an item there are various search facilities available from this field.
- If the item you enter is in the Shadow File the “Stock Shadow Maintenance” box will appear. Press <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.
- 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.
- 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.
- Enter the quantity to purchase. If this is below the suppliers Pack Quantity you may be prompted to increase your order level.
- To save the Purchase Order press <Esc> when you have entered all items on the order.
Printing the Purchase Order
Go to "Purchase Ordering Main Menu" -> "Add or Edit Purchase Orders".
- Enter the supplier account code and press <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.
Receiving the Purchase Order
Once you get a delivery from the supplier in question, go to the "Purchase Ordering Main Menu" -> "Add or Edit Purchase Orders".
- Enter the Supplier Account Code and press <Enter> to list all orders still in progress for that account.
- Press <F2> to process the order in question.
- Press <T> and tag all the items in the list.
- Press <F6> to receive the lines on the order.
- Press <Enter> on the "Tagged Items Found" window.
- Press the [Receive] button and enter the Delivery Note number.
NOTE: If you have only received part of an order line, ie, not the total quantity, you deal with this in the following manner:
- You need to split the order line and this can be done by moving the cursor onto the line in question, and pressing <Shift+F7>
- You then get the opportunity to enter the amount you that you are receiving into stock.
- What Platinum then does is to create 2 lines on the Purchase Order for the same Stock Code. You then tag the quantity you want to receive as above.
