Purchase Order Processing allows for the management of supplier purchase orders for both goods and services.
Please see the [[Purchase Order Processing How To|How-To/Purchase-Orders]] for some answers to common questions.
Before any orders can be processed suppliers must be set up on the system. This is achieved by first entering an account via [[Contacts > Accounts|Modules/Contacts/Contacts]]. The Account must be flagged as a supplier in the category section.
Once the contact details are added the supplier must be initialised in the Purchase Ledger under Accounts > Purchase Ledger > View Suppliers > Add Supplier. Here details relating to payment, VAT status, etc can be updated.
The Product and Product Lines options are used to define the product catalogue for purchasing. In a manufacturing or wholesale environment, most product lines will be linked back to a stock item as well as to a defined supplier.
Using products is optional, order lines can still be entered on-the-fly by just entering a price and description. This enables one-off items to be purchased without the overhead of defining a product. For regularly purchased items the use of products is highly recommended. For stock controlled items the use of products is mandatory
Each product holds the following information:
Once a product is added individual price combinations can be added for suppliers and dates. Each product can have multiple lines to denote different suppliers for the same item. In addition the system can be used for time based pricing where a supplier increases (or decreases) prices over time.
Each product line holds the following information:
When viewing Products or Product Lines, the default search selects records that are current at today’s date. Anything that has an end date in the past or start date in the future will not be listed.You can clear the Current At date search to show all past, present and future products/lines or set Current At to an appropriate date.
Orders are entered by selecting the Purchase Orders > New Order menu option or by using the New Purchase Order link from the sidebar of the purchase orders list view.
If the total value of the order exceeds the user’s authorisation limit, it will become a requisition and require authorisation before it can be sent to the supplier
The basic purchase order processing steps are:
Each order/order line can have one of the following statuses: