A quick introduction to purchase orders:
In this section you will create a purchase order and fill in all details.
Create a new purchase order
Click this button if you want to add a new purchase order.
Then fill in the data:
You are able to edit the title here.
Select a supplier from a list and the supplier address from the resources book will appear. Remember to fill in the attention person.
Sent from department:
Choose the sent from department at your company
Set the delivery date. To-days date is set as default.
The purchase order address setup in the resources book is set as default. Remember to fill in the attention person.
Show you the status of the purchase order. This field is not editable.
Purchase order responsible:
This is set as the author as default. It is also possible to select a delivery responsible.
You must select an activity which is used for the profit margin and for the booking of the purchase order.
This is set as default at to-days date.
Fill in the price of the purchase order.
Copy a purchase order
You are able to copy a purchase order by clicking this button.
Cancel a purchase order
You can cancel a purchase order and make it inactive by clicking this button.
Approve a purchase order
When you have filled in all data you will approve the purchase order by clicking this button. When the purchase order is approved it is locked for editing.
Unapprove a purchase order
If you still need to fill in some details you can then unapproved it again by clicking this button.
Click the little arrow to the right and you see a list of the purchase orders of the selected job.
Move between purchase orders
Move back and forward between the purchase orders by clicking these arrows.
Locked – unlocked
The purchase order is locked for editing when you have approved it. This is visible by this little icon.
In this section you will setup a detailed description of the purchase order.
Add a new row
Click this button if you want to add a new row and fill in the details.
Delete a row
You delete a selected row by clicking this button.
Insert missing lines
To help you edit the purchase order you are able to insert missing lines from the current job type set when you created the job. Click this button.
You are able to insert the description of the current job by clicking this button.
Delete lines with no data
You can delete all lines with no data with one click by using this button.
Delete all lines
If you want to delete all lines of the details you use this button.
The set order button sets the order of the lines to 1, 2, 3, etc.
When you have approved the purchase order your name and approval date is shown under this tab. Here you will also see if there are any additional approvers (set under Settings-Company approvals-Purchase order approval) and you are able to manually add approvers. You are able to see when the approvers have approved the purchase order and if they have rejected it – date and comments.
Add an approver
Click this button if you want to manually add a new approver.
Delete an approver
You delete a selected approver by clicking this button. It is only possible to remove manually added approvers.
Purchase order exeeds price quote
With System variable 464 you can control if a Purchase order cannot be approved if it exeeds the Price quote on the job.
In this section you see if there is any accrued expense on this purchase order. The accrued expense is if you have booked the purchase order in Finance – this could be the case if you want to get an overview of your future liabilities. The Accrued expense tab will show you the type of voucher, the voucher status (if it is for booking or already booked), the voucher number and the journal number if it is booked as well as the posting date.
To enable accrued expense on the purchase order you need to set system variable 701 to automatically and create a creditor for the use of accrued expenses on the PO
When this is set you can book the purchase order. It will be registred as a creditor invoice voucher on the job.
As it will be booked as a creditor invoice then it will follow those posting configurations for them. After you have settled the purhcase order with an creditor invoice you will see a negativ purchase and the creditor invoice that has settled the PO.
How to print
On the far side to the right you can click on the printer and have the option to create a pdf or excel file of the purchase order. There is also the option to email it.
At the bottom of the panel, there is options as to which language, currency and layout you want to use.