Difference between revisions of "Creating a purchase order"

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== Summary ==
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==Details==
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This article explains how to create a Purchase Order via {{PO}}.
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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.
 
  
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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.
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== More Information ==
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When you want to order stock, you must create a purchase order for it.
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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.
  
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==Creating A Manual Purchase Order==
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There are a number of methods by which a purchase order can be created.
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*From the Purchase Ordering Main Menu, Select {{Button|Add or Edit Purchase Orders}}
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* Enter the order items manually.
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* Run the [[How do I Run a Reorder Report?|Reorder Report]], and create the order from there.
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* Pick up customer orders that have been created automatically from either over-the-counter sales or the workshop.
  
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*Account Code -> Enter the supplier account code
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=== Creating a Manual Purchase Order ===
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**To search for an account code tap {{KeyPress|Ctrl+F1}} to bring up a search box. Enter part of their name and tap Enter or click on {{Button|Search}}. Highlight their name in the list and tap {{KeyPress|F2}} or click {{Button|Choose}}. Note: if only one possible match is found it will be chosen automatically. If so check it is the correct supplier.
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Go to {{Menu|{{PO}}|Add/Edit/Process Purch. Orders}}.
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**If this is a new supplier, click {{Button|Add}} or tap {{KeyPress|F6}}. Enter their name, address & phone number then tap Escape or click {{Button|Done}} and Accept the new account.
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* Enter the supplier account code, or [[How do I find a supplier?|search]] for the supplier.
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{{Note|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.}}
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** If your supplier applies a minimum order value or charges carriage unless a minimum value is met this can be configured on the supplier account. See [[How do I Set a Minimum Purchase Order Value?|this]] article.
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*Order No -> Tap {{KeyPress|Enter}} The system will assign a unique order number automatically.
 
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*Supp O/No -> Enter a supplier order number if applicable.
 
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*Del Name & Address -> Enter the name and address to deliver to if different to your company address. Tap {{KeyPress|F3}} if you wish to save the address.
 
  
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Tap Enter until you reach the bottom part of the screen where your cursor will be under the "Stock Code" column.
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{{Note|text=If there are no orders outstanding for this supplier you will be taken to the {{DataPrompt|Order No.}} field. However if you already have purchase orders for this supplier, press {{Button|Add}} to create a new order.}}
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Enter the Items you wish to order:
 
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*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
 
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**{{KeyPress|F1/Shift+F1}}to scroll forward/backward through your stock codes.
 
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**{{KeyPress|Ctrl+F1}} to search for an item by its description
 
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**{{KeyPress|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).
 
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**{{KeyPress|F8}} Stock Enquiries to allow you to search for parts and copy any tagged items into the order.
 
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**{{KeyPress|Shift+F10}} to create a new stock item. Fill in the relevant details and choose {{Button|Done}} and {{Button|Accept}} to return to the order.
 
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**Shadow File Items -> If the item you enter is in the Shadow File the “Stock Shadow Maintenance” box will appear. Tap {{KeyPress|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  {{Button|Done}} and {{Button|Accept}} to return to the order.
 
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*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.
 
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*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.
 
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*Quantity -> Enter the quantity to purchase. If this is below the suppliers Pack Quantity you may be prompted to increase your order level.
 
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*Saving the Purchase Order -> Tap Escape when you have entered all items on the order. The new order is saved automatically.
 
  
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==Printing the Purchase Order==
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* The system will assign a unique order number automatically, however if you want to use a different number you may replace the system assigned number with your own.
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*From the Purchase Ordering Main Menu, Select "Add or Edit Purchase Orders".
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* Enter a supplier order number if applicable.
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*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 {{KeyPress|Enter}}.
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* Enter the name and address to which to deliver the goods, if different to your company address. Press {{KeyPress|F3}} if you wish to save the address.
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*Arrow key down the list of orders until the cursor is pointing at the order to process.
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* Press {{Button|Items}} or {{KeyPress|PG-DOWN}} to access the order items listing. Your cursor will placed on the first line in the {{DataPrompt|Stock Code}} column.
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*Press {{KeyPress|F2}} to process the order
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* 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.
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*Press {{KeyPress|T}} and tag all the items in the list
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** If the item you enter is in the Shadow File, the "Stock Shadow Maintenance" box will appear. Press {{KeyPress|S-F5}} to copy the item to your main stock file. Edit the details as usual i.e. enter the {{DataValue|Stock Group}}, check the {{DataValue|Vat Rate}} and set the {{DataValue|Centre}} then choose  {{Button|Done}} and {{Button|Accept}} to return to the order.
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*Press {{KeyPress|F5}} to print the order
 
  
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{{KB_Tags|Purchase orders, printing a purchase order}}{{KB_OP}}
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{{Note|text=You can create or modify a supplier record for your stock code from here by pressing {{KeyPress|A-F10}}. You can enter all the usual supplier details including the {{DataValue|Supplier's Stock Code}}, {{DataValue|Priority}} and {{DataValue|Price}}. Remember that the system will automatically create a supplier record against your stock item when you receive the item into stock, but it will not add the supplier's stock code for you.}}
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{{Tip|text=If you have added the {{DataValue|Supplier's Stock Code}} previously, you can enter that code here and press {{KeyPress|F2}} to translate this into your stock code.}}
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* The description will be filled in when the stock code is chosen. To enter a non-stock item on the order e.g. {{DataValue|Carriage}}, you can leave {{DataPrompt|Stock Code}} blank and simply enter a description.
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* 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.
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* Enter the quantity to purchase. If this is below the supplier's Pack Quantity, you will be prompted to increase your order quantity to the nearest multiple of the Pack Quantity.
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* Enter the next stock code and repeat the process until all the items that you want to order have been entered.
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* To save the Purchase Order, press {{KeyPress|ESC}} and {{Button|Accept}}.
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=== Create Purchase Orders Using the Reorder Report ===
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See [[How do I Run a Reorder Report?|this]] article to understand how to create a purchase order from this area.
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=== Customer Ordering ===
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[[How do I Order Parts for a Customer?]] - This article provides links to the steps for creating orders for items requested by customers whether over the counter, via the phone or for a workshop job.
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On the standard Platinum system, when ordering parts, your system will generate a purchase order automatically. If it does not, then using the Reorder Report as per the previous section will create the purchase order.
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The purchase order will be created either on the preferred supplier of the item or in the Unallocated Orders account (normally {{DataValue|POP001}}).
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If it is on the preferred supplier, then the items will be added to the first unprocessed purchase order on the current date else a new order created.
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Items added to the Unallocated Orders account need to be [[How do I transfer items out of the POP Account?|transferred]] out of this holding account and into an existing or new order for the correct supplier for the relevant items.
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If you are unsure of the method your system is using please {{SupportContact}} for advice.
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== See also ==
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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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* [[Processing a Purchase Order]]
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* [[How do I transfer items out of the POP Account?]]
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* [[How do I Run a Reorder Report?]]
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* [[How do I produce a purchase order for a unit?]]
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{{KB_Tags|purchase order creation, new, stock order, parts order}}
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{{Guide}}{{Hint}}{{KB_OP}}
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{{KB_Ref|OP72, OP73, OP78, OP82, PO01}}

Latest revision as of 19:15, 24 June 2021

Summary

This article explains how to create a Purchase Order via Purchase Order Processing.

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.

  • Enter the order items manually.
  • Run the Reorder Report, and create the order from there.
  • Pick up customer orders that have been created automatically from either over-the-counter sales or the workshop.

Creating a Manual Purchase Order

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

  • Enter the supplier account code, or search for the supplier.
    • If your supplier applies a minimum order value or charges carriage unless a minimum value is met this can be configured on the supplier account. See this article.
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 [Add] to create a new order.
  • The system will assign a unique order number automatically, however if you want to use a different number you may replace the system assigned number with your own.
  • 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 [Items] or <Page-Down> to access the order items listing. Your cursor will placed on the first line in 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 'Centre' then choose [Done] and [Accept] to return to the order.
You can create or modify a supplier record for your stock code from here by pressing <Alt+F10>. You can enter all the usual supplier details including the 'Supplier's Stock Code', 'Priority' and 'Price'. Remember that the system will automatically create a supplier record against your stock item when you receive the item into stock, but it will not add the supplier's stock code for you.
If you have added the 'Supplier's Stock Code' previously, you can enter that code here and press <F2> to translate this into your stock code.
  • 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 quantity to the nearest multiple of the Pack Quantity.
  • Enter the next stock code and repeat the process until all the items that you want to order have been entered.
  • To save the Purchase Order, press <Esc> and [Accept].

Create Purchase Orders Using the Reorder Report

See this article to understand how to create a purchase order from this area.

Customer Ordering

How do I Order Parts for a Customer? - This article provides links to the steps for creating orders for items requested by customers whether over the counter, via the phone or for a workshop job.

On the standard Platinum system, when ordering parts, your system will generate a purchase order automatically. If it does not, then using the Reorder Report as per the previous section will create the purchase order.

The purchase order will be created either on the preferred supplier of the item or in the Unallocated Orders account (normally 'POP001').

If it is on the preferred supplier, then the items will be added to the first unprocessed purchase order on the current date else a new order created.

Items added to the Unallocated Orders account need to be transferred out of this holding account and into an existing or new order for the correct supplier for the relevant items.

If you are unsure of the method your system is using please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page for advice.

See also


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Keywords AND Misspellings
purchase order creation, new, stock order, parts order
Tags

OP72, OP73, OP78, OP82, PO01

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