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

The drill down window is selected by clicking on the drill button to the right of the Account field on the Purchase Order Header window.

By default, in the top pane the Order Headers are listed, in the lower pane the Detail lines for the currently highlighted Order are shown, and in the footer any text information for the currently highlighted line is shown.

The list is displayed in Sequence Number/Date order. The order of the display can be changed to sort by Order Number or Date, by clicking on column label (the labels on these columns are red). A small arrowhead indicates that the column has been sorted in ascending or descending order.

The Orders drop-down button on the window displays further options:

Displays those orders that have not been fully delivered and/or invoiced.

Displays all orders for this Supplier. Those that are outstanding will be flagged with a letter; the key for these letters is shown on the orders menu.

The display panel will be shifted to the left to reveal a selection pane. Here you can enter criteria to search for orders with specified characteristics. The details of the currently selected order are displayed below the search fields.

This enables you to duplicate a complete order. See below.

This enables you to duplicate an Order many times. See below.

Using the Item menu, you can do the following:

This function is available when entering Purchase Orders to enable you to quickly reproduce an earlier order.

After selecting the Supplier, click on the button on the right of the Account on the Header window: the POP Orders drill-down window is displayed.

Use the Orders menu to view previous orders placed with the Supplier.

Using the Orders menu, you can then produce a single duplicate of a complete order.

As Serial Numbers are unique to each stock item, they will not be duplicated with the Order. The Serial numbers should be added on the Order Detail window.

If the stock is also a Sub Analysis type stock item, the Sub Analysis will not be populated as this is directly linked to the Serial Number of the stock. The Sub Analysis must be selected manually to complete the Order.

This functionality can be particularly useful for Suppliers with whom you place regular repeat orders.

The Duplicate option is also available on the Item menu so that you can duplicate individual detail lines from an order shown in the list. The selected items will be added to the end of the order you are currently entering.

The duplicate feature can also be used from a Credit Note Header window; this enables you to generate a Credit Note that is the exact reverse an earlier order or order line.

See also: Multiple Duplication and the "How to... topic Duplicating an Order

When duplicating a whole order, the VAT will be refreshed to use the current rate stored for the VAT code.

This is important if you are duplicating to produce a new order; the current rate must be used.

However, this has implications if you are duplicating the order as a credit note and the rate at which VAT is charged has changed since the original order was produced. The credit note will not match the invoice.

The VAT rate printed in the footer of the invoice will always be the current rate for the VAT code.

This information is drawn from the VAT record at the time the invoice is produced.

This function is available when entering Purchase Orders by clicking on the drill button on the right of the Account on the Header window: the POP Orders drill down will be displayed.

The Orders menu enables you to create multiple duplicates of a selected Order (i.e. recurring Orders), from an original Order.

The Multiple Duplicate window varies slightly depending on whether Manual Entry has been ticked in System Options - Documents (Document Numbers).

This should be set to the number of complete copies of the original that you wish to create.

This defaults to the System Date, but can be set to any future date, and will represent the Order Date on the Order created.

Enables you to specify the interval for the created Orders. Clicking the month button will display a drop down menu, from which you can select the frequency, having set the interval.

If you have selected to enter document numbers manually for Purchase Orders, two extra fields will be displayed. The Order number can be alpha numeric; the prefix contains the alpha characters; the Order number the numeric part.

This alpha field is optional, but if it is entered, it will be added to the front of the First Order number. A maximum of 5 characters can be entered, but these will be concatenated with the First Order number. The complete number cannot be longer than 10 characters.

This incrementing numeric field is mandatory and has a maximum length of 10 characters, including the Order number prefix, if this has been entered. You cannot use leading zeros. The system will check the Purchase Order numbers for duplication and will not allow an Order number to be used twice. The option to enter document numbers manually for Purchase Orders, Manual Entry, can be selected in System Options - Documents - Document Numbers.

Clicking this box will update the Order In Stock for each of the created Purchase Orders.

Clicking this box will give each Order the same Order Date as for the first Order. If this is not selected, the Order Date will be based on the date implied by the Frequency you have chosen, i.e. if you have selected Months, then the Orders will be dated from the date of the First Order (above) plus one month, plus two months etc.

If you are using Manual Entry, and have entered a Number of Orders to Create of more than one, a window will be displayed listing the proposed Order Numbers.

These numbers have been created using the details you have entered.

You can delete or change these proposed Order numbers.

Click on OK to continue. Confirm your instruction to duplicate the Order.

Or click Cancel to return to the Multiple Duplicate window.

The required number of duplicated Orders will be posted straight to the batch. The Order that you are entering will be cleared of all information and can now be cancelled.

The duplicated Orders can then be posted from the Batch as required.

As Serial Numbers are unique to each stock item, they will not be duplicated with the Order. The Serial numbers should be added to the Orders by editing the Orders in the Process Batch window.

If the stock is also a Sub Analysis type stock item, the Sub Analysis will not be populated as this is directly linked to the Serial Number of the stock. The Sub Analysis must be selected manually to complete the Order.

Multiple duplicates are whole order duplicates and the VAT will be refreshed to use the current rate stored for the VAT code.

This is important. the current rate must be used.

The VAT rate printed in the footer of the invoice will always be the current rate for the VAT code.

This information is drawn from the VAT record at the time the invoice is produced.

The Item menu is found on Order/Credit Note Drill Down window which is opened by clicking on the search button on the right of the Account field on the Purchase Order Header window.

The Item menu enables you to switch the details displayed in the lower part of the window, between Show Outstanding (the default) and Show Values.

The menu also enables you to Duplicate the selected single line on to the Order you are currently creating.

Note: When Orders are duplicated, the 2nd base values are recalculated using the current Exchange Rate.

As Serial Numbers are unique to each stock item, they will not be duplicated with the Order line. The Serial numbers should be added on the Order Detail window.

If the stock is also a Sub Analysis type stock item, the Sub Analysis will not be populated as this is directly linked to the Serial Number of the stock. The Sub Analysis must be selected manually to complete the Order.

When duplicating part of an order using the Item option, the VAT will be NOT be refreshed to use the current rate stored for the VAT code.

You should always check the new line on the details window.

However, this is a useful feature if you are duplicating the line to create a credit note as the VAT will automatically match the original invoice.