Add a New Purchase Order

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Note:  This article focuses on the minimum fields required to create a purchase order.

To add a new purchase order, click New (Ctrl + N) on the toolbar.  This opens a new blank Purchase Order screen, on the General tab.

Note:  Depending on your configuration, some fields are automatically populated when selections are made.

General Tab

On the General tab, you have to complete the purchase order's administrative information, such as supplier and delivery information.

Details

1. Select the Branch from which the purchase order is being sent.
2. Select the Supplier for this purchase order.
3. The Document Date automatically populates to the current date.  This date can be updated if required.

Order Information

1. Confirm the Email Address to send the purchase order to.
2. Confirm the Email PDF Layout for the purchase order.

Note:  An Email PDF Layout for purchase orders needs to be set up if one is required here.  Depending on your setup, only a Print Layout may be available.

Delivery Information

1. Confirm or update the Delivery/Due Date.

Once done, click Save (Ctrl + S).  This saves the purchase order, and a new sequential purchase order number is generated in the Purchase Order No field.  Click the Purchase Order Details tab to continue.

Purchase Order Details Tab

On the Purchase Order Details tab, you have to complete the purchase orders's product information, such as products and their quantities.

Note:  Add a new line item to the list by clicking the empty cell under Inventory Item.  Depending on your configuration, some fields may be automatically populated when a line item is selected.

1. Select an Inventory Item to add to the purchase order.
2. Confirm the Warehouse where the item is stocked.
3. Confirm the Unit of Measure for the item.
4. Enter the quantity (Qty) or number of items to add to the purchase order.
5. Confirm the Unit Price for the item.
6. Enter the discount percentage (Disc %) for the item to be applied to the purchase order, if required.  This discount is applied to the individual line item, not the purchase order total.

Note:  A discount can also be applied on the full purchase order value, for all items captured.  To do this, the discount is entered in the bottom right corner, in the Qty Ordered section.

8. Confirm the Tax Type for the item.
9. The individual line item totals are displayed as exclusive of VAT (Total Excl Tax) and inclusive of VAT (Total Incl Tax).
10. The Qty To Process and Qty Processed columns are not relevant at this stage to generate a new purchase order.

Repeat the above steps until all the required inventory items are added to the purchase order.

Qty Ordered

On the Qty Ordered section (bottom right corner of the screen), confirm that the purchase order totals are correct.

Once done, click Save (Ctrl + S).  This saves the purchase order.  You can also press Ctrl + Enter to save and close the purchase order.