Creating a general purchase order
Select the button to open the New Purchase Order window.
Using the search buttons select the required supplier from the picking list. All related information will be populated including the email the purchase order will be sent to. If this supplier trades in a different currency to Sterling the exchange rate can be changed in the Exch Rate* field.
Within this window there are two methods available to add items to a purchase order.
To add an item from a works order
Select the button to open the Purchase Order Assistant, where items can be added directly from the works order record. See Purchase Order Assistant for more information
With the purchase order already created, all items for that supplier (having been identified at the works order level) will be highlighted in green.
Multiple item lines to be added to the purchase order using the CTRL key, then using the double chevron button these items can be moved into the right-hand pane.
Any stock requirements can be added to the Stock column, enter the quantity required. The required date for the line item can be inserted as well using the date picker.
Please note if no changes are done at this stage it can be amended when the purchase order assistant has been closed and each line item in the purchase order table can be updated.
If the line items are for the same material and only one line of detail is required on the purchase order, use the Bundle Items tick box to perform this action.
When all items have been included select the Source All Items button to add to the purchase order.
Edit P/O Order Item
If stock requirements have not already been applied to each line item, double click on the relevant line to open the Edit P/O Item for Order window.
Against the Total Qty, use the double chevron to display the drop down box to add the stock requirement. Please note, it is not advisable to alter the total quantity to include the stock amount, when this is booked in, the total cost will be against the works order.
If there are requirements against a works order it is possible to add the quantity to this window rather than using the Purchase Order Assistant. In the Total Qty drop down box select For Works Order.
Select – For Works Order to the Works Order with Unsourced Material window. The works order requirement will be added to the item line.
Enter the required date from the drop down date picker.
Enter the Unit price, this will normally be picked up from the value against the works order, however, it can be changed at this stage.
Add notes to the individual line item if required, these can be added to the originating record therefore always present when selecting that material/part. See Notes
Purchase Orders using Different Currency
The originating supplier must be setup with a different currency see Suppliers
The local currency price will be listed in the Local Price field, if the field is not populated use the green arrows to insert the value.
The purchase order print will be in the currency assigned to the supplier.
Promised date – Line Item
Use the to open the Item Promise Detail window, adjust the date using the drop down date picker. Enter any supporting information in the Comment box.
View Promised Date Records
Use the button open the Promise Date History window. All records will be dated and timed along with the login of the user.
To add an item from Material or Part Database
Select the button to open further options retrieving items from respective databases. In addition, this same mini menu offers the selection of a works order, see above.
Material Stock
Having selected Material – Stock, the material search window will open. If a material record has been identified with a Usual Supplier and the purchase order is for that supplier these will be presented at the top of the search window. Multiple selection of materials is possible by depressing the CTRL key whilst clicking on each material line, then the Add button.
Each item will be added to the purchase order table these can be opened individually where all information can be added.
Double click on each line to confirm the quantity, required date and the unit price. If additional information regarding the material is required this can be added to the Notes field. This information is printed below the item line.
Part Stock
This method is also used for Parts – Stock.
Each item will be added to the purchase order table these can be opened individually where all information can be added.
Double click on each line to confirm the quantity, required date and the unit price. If additional information regarding the part is required this can be added to the Notes field. This information is printed below the item line.
Other
For items that do not require a database entry, e.g. consumables. Select Other. All detail will require populating in the description field, total quantity, UOM, required date and unit price.
Please note: when using this method of purchasing no links to a database are available therefore when booking in the items there will be no reference to batches or traceability.
To delete an item from the purchase order table
Select button to delete the highlighted item from the purchase order table, a confirm action window will appear.
Locking a Purchase Order
To secure the purchase order from any further changes it is possible to lock by changing the status to Issued. Select the Actions button, Issue PO.
Unlocking a Purchase Order
To unlock or up-issue a purchase order, use the Up-Issue feature.