Creating a purchase order
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Revision as of 11:00, 24 September 2008 by Jeremy Shave (talk | contribs)
Contents
Summary
This article explains how to create a purchase order.
More Information
When you want to order stock, you must create a purchase order for it. This will allow you to enter an entire order, track any back orders with your supplier and gives much better control for the accounts department.
There are a number of methods by which a purchase order can be created.
Creating a Manual Purchase Order
Go to "Purchase Ordering Main Menu" -> "Add or Edit Purchase Orders".
- Enter the supplier account code, or search for the supplier.
 | 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 which to deliver the goods, 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 code of the first 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 manufacturer's usual cost price. If you haven’t bought this item before, the cost may be blank. Make sure you enter the price. 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 supplier's Pack Quantity, you will 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, or search for the supplier.
- Select the order to process.
- Press <F2> to process the order.
- Press <T> to 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, or search for the supplier.
- Select the order to process.
- Press <F2> to process the order.
- Press <T> to 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 supplier Delivery Note or Invoice number, if there is no Delivery Note.
NOTE: If you have only received part of an order line, ie, not the total quantity, 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.
- 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.
