Purchase Order Details

Edit / Create Purchase Orders

The purchase order details page is used to edit or create purchase orders.

Searching for existing Purchase Orders

• click 'search existing POs' button.

• Enter search term in text-box.

Search Results will show which PO has been selected, the order date, the associate sale ID, the Department Code and order type as well as tabs with the following information:

• PO details

  • details statuses, carriage, authorisation, order total

• PO Item details

  • Details all the line items of the PO

  • Click a line item to get details of selected item.

  • Can add/ amend items to PO if PO not authorised yet.

• Supplier Details

• Delivery Address Details

• Pick-up Address Details

• Special Instructions

• Order Notes

• User Fields

• Reference Address

• Analysis Code

• Other

While the Purchase Order has not been authorised changes can be made to the relevant tabs.

Buttons on the Purchase Order

Save

Save the purchase order. When first creating the Purchase Order it needs the Department Code, Supplier Code, Associated Sale I.D. and Order Type to save the Main Header for the new Purchase Order and to receive a PO number. Always save the Purchase Order when changing details on any of the tabs.

Print Preview

Preview of the Purchase Order to be printed.

View GRNs

View all the existing GRNs of the selected Purchase Order and their details.

Book in PO

Link to the quick purchase order stock entries page to enter goods received on the selected Purchase Order.

Complete PO

Complete the Purchase Order without going through the quick purchase order stock entries page. All items still outstanding will be completed.

Cancel PO

The Purchase Order is being cancelled.

Create New Purchase Order:

• Click 'create new PO' button.

• Enter Department Code, Supplier Code, Associated Sale I.D. and Order Type and save the Main Header for the new Purchase Order to receive a PO number. Relevant details can be entered in the tabs which are already showing, but can only start adding items to the Purchase Order, after the Main Header has been saved.

• Fill out all the relevant tabs.

• Once the Main Header has been saved items can be added to the Purchase Order.

Adding an item to a Purchase Order:

NB adding an item is only possible if the Purchase Order has not been authorised yet.

• Press the "Add Item" button at the bottom of the grid in the PO Items tab.

• Press "Select a Stock Item" button to go to the the Stock/SOR Lookup List modal.

• Enter a search term and press "search" on the Stock/SOR Lookup List modal.

• Select the row of the item you want to add to the Purchase Order and press the "Choose Selected Codes".

• The selected item and its details and description are being displayed in the "Add An Item To Purchase Order" section.

• Enter the order quantity.

• Select the unit that is being ordered, i.e., each, m2, m3, box, pallet etc.

• The Stock Quantity of the Unit the item is stocked in (main stock unit) is calculated in the next two boxes.

• Select the price basis:

  • S1 - The price of the item is for the unit it is stocked in (main stock unit).

  • E - The price per unit chosen, but not the main stock unit, i.e. the price is per roll, box, pallet.

  • D - Enter the agreed price per item in the price input box.

  • L - Enter the agreed total price for the items you are ordering in the price input box.

• Price per unit is either calculated or needs to be filled in depending on which price basis is selected.

• Total: Total price of the item ordered, is always calculated.

• Enter Job No and Event No if necessary.

• Enter Delivery Date, 1st revised to and 2nd revised to if necessary.

• The item can be saved once the required fields are entered. ("Save Item" button).

• Continue adding items to the Purchase Order until finished and save the complete Purchase Order.

• NB. a different stock item can be selected while an different item has already been selected by pressing the "Select A Stock Item" button on the "Add An Item To Purchase Order" section. However the current item will not be saved and added to the purchase order if you continue after the alert.

Amending an item on a Purchase Order

NB amending an item is only possible if the Purchase Order has not been authorised yet.

• On the PO Items tab click in the grid on the row of the item which needs to be amended and click the "Amend Item" button.

• The selected item and its order details will show in the "Amend An Item On Purchase Order" section.

• Change what needs to be changed and save changes by clicking the "Save Amended Item" button.

Cancelling adding or amending an item

To cancel adding or amending an item, press the "Cancel" button to get back to the PO Items tab.