Difference between revisions of "Creating a purchase order"
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This article explains how to create a purchase order. | This article explains how to create a purchase order. | ||
Revision as of 11:41, 10 February 2012
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This article or section is under review. Be aware: Content may change as the document is reviewed. |
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.
- Enter the order items manually.
- Run a 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 Ordering 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.
| Note: You can create 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.
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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. '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.
- 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> when you have entered all items on the order.
See also
