Before entering Transactions, you should ensure that any global settings that you require have been entered in Purchase Orders Options. Many of the fields described below can be set as compulsory entry fields.

The process of entering Purchase Orders and Credit Notes is virtually identical. Selecting Purchase Orders or Credit Notes displays a Header window where basic details such as the Supplier Code, Dates, Order Reference, Terms etc., can be entered.

This is the combined window view of the Purchase orders/ Credit Notes. You can shift to the non-combined view by deselecting Use Combined Detail and Total Window option in Transactions.

See also: Detail, Buying Price, Serial Numbers, Totals

Use this button to freeze an incomplete transaction so that you can temporarily swap to another module. When you freeze a transaction, access to some modules is limited to protect the partly entered transaction.

Please see the Purchase Orders Detail topic.

Please see the Purchase Orders Totals topic.

Please see the PO/ CRN Options topic.

Please see the Process Batch topic.

Please see the Budget Details topic.

Enter the Supplier's account code or click on the search button to open the Supplier List window. A supplier can be selected from the list with a double click. Entry of an account code will display the first five lines of the Suppliers Order Address in a scrolling window. Scrolling down below the address will show further details from the Supplier's record (this is not printed on the order). Clicking on the button to the right of the Account code will display a list of purchase orders you have placed with the selected Supplier.

The Status menu enables you to select the status for each order as it is entered. Clicking on the button displays a menu of options. Order status defaults to a priority of Normal. You have the option of changing this to Urgent or Hold and in certain cases Self Billing/ Agency Invoice. The Self Billing/Agency Invoice option can only be used if the Supplier meets the conditions set by HMRC in HM Customs and Excise Notice 700/62 Self Billing. See also: Purchase Order Options - Transactions.

Clicking on this button will display the Terms window for the selected Supplier. Changes made to the Supplier's terms will be applied to the current order only, they do not update the Supplier record.

This window lists the orders or credit notes that are outstanding for the selected Supplier.

If the selected Supplier has a GB VAT status, the EC Info function will be inactive.

If the selected Supplier has an EU State VAT status, the EC Info function will be active.

Note: For both of the above, the currency symbol and exchange rate will be shown.

Only shown where the selected Supplier has an EU State VAT status. Clicking on this function will display the EC Info window for entry of the VAT Registration Number (if this is already entered, it will be shown) and the SSD codes.

If the selected Supplier has a VAT status of Non-EU State, then the EC Info function will be inactive.

This function will only be active if the Supplier record is for a currency other than your Home currency or flagged as Any Currency. A list of Currency Rates will be displayed for the currency of the Supplier or all currencies if appropriate. You can over-type the Exchange Rate that is shown rather than selecting from the list. The revised rate will be used on this order only.

If any entry has been made in the User Keys on the Supplier record, they will be shown here. Clicking on the button will display an entry window, so the User Keys can be selected and changed for each order. The ability to change the User Keys may be restricted by your Security Profile.

This will either be the next sequential order number taken from the Document Numbers in System Options - Documents or, if Manual Entry has been ticked, an empty entry field so that you can enter your own order number.

This will default to the system date but any date can be entered. This must be considered with any Future Period Posting.

This is calculated from the order date by adding a number of days as determined by the status of the order.

This field enables you to enter an order number or reference provided by your Supplier.

This field will be displayed if the order is not being batched. You should enter the Supplier’s invoice number if it is known.

If you have selected the Option to Batch Order, this field will be displayed to enable you to enter a batch reference.

This field is displayed if you are using the Advanced Nominal Ledger to create your own Chart of Accounts. If you make a selection using the selection list then the corresponding Category fields on the Details window are automatically populated.

Enter a description for the order if required. Tabbing from this field will move you to the Detail line entry window.

You can enter notes against the Order and edit the Supplier Account notes. On the combined window, there is a separate tab card for each set of notes. If you are working in the non-combined window, you will select which notes to edit from a list menu.

Any WFF associated with the transaction will automatically display as a popup window for initial entry. Existing WFF can then be edited by clicking on the Workflow Form button. If no WFF is associated with the transaction, the window will not display.

WFF can be attached to: