Purchase Order Document Types

Purchase Order

Stock items included on purchase orders have the On Order quantity updated when the order is saved so you can view up to date stock. Purchase orders can be printed immediately, saved for editing or held open.

Quotation Request

Request for a quote to supply, can be printed. Later you can accept this to produce a current purchase order.

Standing-order

Enter standing purchase orders against suppliers, that is, orders for repeat or contract purchases. Once you have setup a Standing order, use Duplicate to generate orders. Stock items included on Standing-orders do not update the On Order quantity, stock will be allocated when a Purchase Order is generated from the Standing order. The word order can include a Quote request and Standing-order in this and related help topics.

Menu buttons

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Edit (F11)

Click to edit the saved document.

Insert (F4)

Select a document type from the drop-down menu to create a new document.

Duplicate (Shift+F4)

Insert a new purchase order by duplicating the order. A drop-down menu opens, choose a document type.

Select a document type from the drop-down, to create a duplicate document. You can duplicate a document as a different type, for example a Standing Order as a Purchase Order.

Delete (F3)

Delete the document. Only available for saved, unposted documents, when the user has permission.

Drill Up (Shift+F11)

For Quotes, opens the Order created from the quote.

Drill down (Shift+F12)

View the source document, only available if the Purchase Order is saved and sourced from another document.

Print Order / Save & Print Order Immediately (Ctrl+P)

Print the purchase order or quote request. In edit mode, the Order is saved first. This is useful if you require the purchase order immediately. Opens PO Print Purchase Orders.

Print Label (Ctrl+L)

Print labels for the current order.

Links (Alt+F6)

Opens Links On... for the record, with a list of links for the record. The button changes to indicate if links are present.

Memos (F6)

Memos and alarms can be entered or edited. The button changes to indicate if memos and alarms are present. Opens Memos On... with a list of Memos.

Print Preview (Ctrl+R)

View on screen what the printed version of the document will look like.

Reprice (Alt+R)

When details in the Header tab are changed, changes will apply to new Order lines, but not to existing order lines. Use the Reprice option to update prices for all lines.

Re-pricing defaults to updating the current Cost Price and GST Code. These are based on the Creditor and Product.

Select Description, Date Expected or Vendor Code to update the order lines based on the current details for the product.

Select JC Sell Price and JC Sell Discount to update Sell Prices from Job Costing. (If SP is installed, either both or neither of these must be selected.)

See also Reprice Purchase Orders for re-pricing bulk purchase orders.

Order from Quote (Alt+O)

Available for Quotation Requests only.

Creates a new PO Purchase Order based on the current quote.

Generate Order (Alt+G)

In Edit mode, adds lines based on stock levels and minimum and maximum quantities. See Purchase Order - Generate.

Delete Nil Lines (Alt+D)

Available when editing, deletes all nil product lines from the Purchase Order. A line is considered to be nil if the quantity, extended cost and extended amount are zero, that is lines containing just a description are considered to be nil. Often this is used when duplicating a Standing Order, entering quantities supplied, then deleting lines not being supplied.

Mark as Receipted (Alt+I)

Available for purchase orders, marks all Unprocessed lines as Receipted, zeroing Outstanding Quantitities and hence On Order quantities relating to the Order in Inventory Control.

Mark as Processed (Alt+P)

Available for purchase orders, marking them Processed and moving them to history.

Mark as Unprocessed (Alt+N)

Reverses Mark as Processed.

Mark Historic (Alt+T)

Available for standing orders only.

Changes Standing Order from current to history. The Post Status is changed to Posted. The Standing Order can be viewed in PO Order List when you select History documents.

Refresh Weight and Volume (Alt+W)

If the weight and / or volume of a Product changes, existing lines on Orders are not automatically updated. Click Refresh Weight and Volume to re-calculate weight and volume from current Product Weight and Volume figures for all lines.

Print Product Labels (Alt+U)

Print IC Product Batch Labels for Diminishing products and quantities (rounded up to nearest whole number). Product Label design is set in Document Defaults.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Form Fields

Period

Defaults to the System period. You can select another period.

Document Type

Shows the Type (Order, Quotation or Standing Order). Read-only.

ID

An allocated number that identifies the order. Read-only.

Currency and Regime

The Currency code and Tax regime for the document.

Creditor Code

Select the Creditor Code before entering details. The Creditor Name, Currency and Tax Regime are displayed.

Defaults from the creditor including Expense Code and Delivery Address will be applied. If the Creditor code is changed, new defaults will be applied to new lines added.

Note: If the Creditor is changed, defaults will not be applied to existing Lines in the order. Accredo attempts to preserve existing pricing. Use the Reprice button if you wish to apply new defaults to existing lines.

Type

The Creditor Type.

• Normal - creditor with full functionality.
• Prospect - restricted to Request for Quote documents only.
• One-time - expected to be single invoice and payment.

Order Totals

Customise

Opens Customise Fields, you can customise the fields visible in the totals panel.

Net

The net amount is the total of the ordered items so far excluding GST.

GST

The total GST on the net amount.

Gross

The ordered total so far. The sum of the net amount and the GST.

Total Weight

Total weight for the Order.

Where UOM is Active, the Weight for each product is calculated as:

(Product Weight * Product UOM Multiplier) + UOM Additional Weight.

The UOM Additional Weight is set in IC Units of Measure.

Where UOM is not Active, the Product Weight * Quantity for each line is used.

Total Volume

Total volume for the Order.

Where UOM is Active, the Volume for each product is calculated as:

(Product Volume * Product UOM Multiplier) + UOM Additional Volume.

The UOM Additional Volume is set in IC Units of Measure.

Where UOM is not Active, the Product Volume * Quantity for each line is used.

Exchange Rate

The exchange rate for the Order.

Buttons

Order List

Opens PO Order List and selects the document.

Create Shipment

Click to create an AP Shipment based on the Purchase Order lines. The shipment is not saved immediately, there is a check that the shipments version of PO Order quantities matches the current PO Order state.

If there is a conflict, for example, if a second shipment has been generated from the purchase order, or it has been edited since the shipment was generated, a lists prompts with the conflicts. Select Reload from Orders to remove conflicting lines from the shipment and attempt to add lines from the purchase order(s) again.

The default Shipment Type (Prompt, Shipment, Invoice Only, Receipt Only) is set in PO Settings - General tab.

Opens AP Enter Shipments.

View Shipments

Available if there are shipments for the order. Displays the AP Shipments for the order.

Save

Saves the order and assigns an ID Number.

Cancel

Cancels any changes.