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Suppliers | Transactions | Purchase Orders | Create or Modify

Supplier Purchase Order Entry is used to enter or modify purchase orders or one or more Standing Purchase Orders can be read in to create an order. 

Supplier orders consist of several sections including header, body and various line types. When entering an order, at the Supplier Code field you can choose Find (F2) to enter a Product Code and display a list of suppliers.

Choose Import (F11) to insert lines from various document types, such as standing orders, existing purchase orders and customer orders. This facilitates the practice of “drop shipping” whereby products are sent directly from a supplier to a customer. Use this feature to import multiple orders from the same customer into one purchase order to combine shipping costs.

Purchase orders do not impact product quantities. However, when enquiring on a product and choosing Quantity (F2), the number of items currently on purchase order displays. General ledger postings are created to reflect purchase order liability. Postings for purchasing can be disabled in Supplier Options to not record a liability at the purchase order stage. Therefore, it is not necessary to enter a purchase order. The details can be entered directly into a goods received note or a supplier invoice.

If General Ledger Postings has been selected in Supplier Options, each purchase order entered will update the purchasing general ledger work file. Later, you can select to either produce a report via Suppliers | Reports | Transactions | General Ledger Posting List or post the transactions to the general ledger via General Ledger | Transactions | Other Modules | Post from Other Modules

A purchase order can be used to create a number of goods received notes and/or supplier invoices. Likewise, several purchase orders can be used to create one goods received note and/or supplier invoice.

Once a purchase order is read in to create a goods received note or supplier invoice, the lines on the purchase order will be flagged as Complete if all the goods were received, Partial if only some of the goods were received and Complete if the goods are never expected to be delivered.

You can modify or delete an active purchase order only up until it has been read into another document. Once the order has been read in to another document, the details can only be modified in either a goods received note or supplier invoice. (You can set a password level for modifying purchase orders in Purchasing Options.)

Once all lines on a purchase order are flagged as Complete, the order itself will be flagged as Complete. Completed purchase orders can be looked up via Suppliers | Transactions | Purchase Orders | Look Up but cannot be modified.

Tip: You can use Del Line (F6) when modifying a purchase order (until it has been read into another document). If modifying an active line where other lines have been read into another document, you can select to Complete (F6) the line. A question will display Will these goods ever be supplied?, select No (F3).

Generate purchase orders from other transactions 

Rather than creating purchase orders, they can be generated from other transactions:  

Purchase order options

Set up a number of options, messages and password controls to tailor Purchase Order Entry via Setups | Suppliers | Options | Purchasing Options. These options control document numbering, printing, password level authorisation to create orders, and so on.  

Purchase order general ledger postings

Once a purchase order has been accepted, postings are created for the general ledger to reflect purchase order liability. Postings for purchasing can be disabled in Supplier Options to prevent recording a liability at the purchase order stage. Choose Setups | Suppliers | Options | Supplier Options to record a liability at the purchase order stage as they are entered.

Once a purchase order has been accepted, postings are created for the general ledger to reflect purchase order liability. If you do not wish to record a liability at the purchase order stage, postings for Purchasing can be disabled in Supplier Options.

Purchase order screen layout

You can tailor the purchase order screen to suit your needs via Setups | Suppliers | Screen Designer | Purchase OrderSee also Creating and managing screensCreating multiple screen layouts and Setting up user-specific transaction entry screens.

Purchase order form layout 

You can create and modify purchase order form layouts via Setups | Suppliers | Forms DesignerPurchase OrderSee also Creating a new customer or supplier form.


REF: ID 617 | MOD 19 GPURCDOC | WHLP | 160819