Purchase Order Processing
Your System Settings will determine which Financial Periods can be selected when entering Purchasing Transactions. Please see the Period Soft Close topic.
The Purchase Order Processing module is used to generate Purchase Order, Credit Note, and Goods Received Note documents that can be sent or FAXed to Suppliers for goods or services. It is also used to create Purchase Orders from amalgamated Sales Orders, Purchase Requests (in-house orders) and automatically generated Stock Orders, through the Consolidate Requests function.
The system helps check Goods Received quantities and Purchase Invoices against your Order before updating the Stock or Purchase modules.
Chapter contents
ACR
Company Addresses
Consolidate Requests Reports - Customer Summary
Consolidate Requests Reports - Item Selection
Consolidate Requests Reports - Item Summary
Consolidate Requests Reports - Required Date Summary
Consolidate Requests Reports - Supplier/ Price Selection
Consolidate Requests Reports - Supplier/ Price Summary
Consolidate Requests Summary - Item Customer
Consolidate Requests Summary - Item Required Date
Consolidate Requests Summary - Item
Consolidate Requests Summary - Supplier/ Price
Consolidate Requests Wizard - Create Purchase Orders
Consolidate Requests Wizard - Creation Rules
Consolidate Requests Wizard - Item Selection
Consolidate Requests Wizard - Origin
Consolidate Requests Wizard - Search
Consolidate Requests Wizard
Consolidate Requests
ConsolidateRequests Wizard - Supplier/ Price Selection
Order Terms
Price List
Price Record - EC Info
Price Record - Info
Price Record - Profit
Price Records
Process Batch - Introduction
Process Batch - Options
Process Batch Detail
Process Batch Invoices
Process Batch Requests
Process Batch Selection
Process Batch
Purchase Control - Authorising Orders
Purchase Control - Budget Scenarios
Purchase Control - Committed Value
Purchase Control - Entering Transactions
Purchase Control - Logic
Purchase Control - Setup
Purchase Control Introduction
Purchase Orders - Budget Details
Purchase Orders - Options
Purchase Orders - Status
Purchase Orders Detail - Price Records
Purchase Orders Detail - Serial Numbers
Purchase Orders Detail
Purchase Orders Totals
Purchase Orders/ Credit Note - Outstanding
Purchase Orders/ Credit Note
Purge
Receipts
Request to Purchase
Transaction Reports
Purchase Orders for Stock items increase the Free quantity, and where relevant, increase the Committed Costs in the Costing module.
Goods Received increase the Physical quantity in the Stock records.
Purchase Orders update both the Purchase Ledger and the Nominal Ledger and optionally when relevant, the Actual Costs in the Costing module.
The Order may have any number of items and may be several pages in length. The number of items or paragraphs (240 characters) of text, that can be entered on an Order, is limited only by RAM memory).
A Purchase Order can have Stock items, and Price records items (both of which may have Cost prices on file), and also paragraphs of free format Text. It is not essential to enter a Price for every paragraph of text, thereby allowing very descriptive orders.
You can:
either enter Purchase Orders into a Batch and then process the Order as you receive Deliveries and Invoices (the most usual practice),
or you can process the Order as you enter it, producing Goods Received Notes and updating the ledgers with Invoice values.
Setup
Before entering Transactions, you should ensure that any global settings that you require have been entered or selected.
Before you use this module you should ensure that the system is set up ready for your use. You should follow these steps:
Check that current VAT Rates are entered in the VAT.
Enter the first Purchase Order Number and Goods Received Note Number that you want to use, and ensure you have selected the correct Stationery Options, in System Options - Documents.
Enter the Suppliers, Purchase Analysis codes and Stock records you are likely to work with.
Check the standard Terms for each Supplier you will enter Orders for.
Ensure you have entered the correct Buying Prices for Stock and Price items.
Check that each Stock record Buying Price is analysed to the correct Purchase Ledger Analysis account, and that the Analysis account is analysed to the correct VAT Rate and Nominal accounts.
Many of the points described above can be checked or entered as you process Orders, however it makes sense to prepare in advance where possible.