How to Add a Purchase Order
To add a purchase order select the Purchase Orders option from the main menu then click New.
Enter the following details under the General tab:
- Supplier - click (select) and choose a supplier
- Required Date - if the items on the order are required by a specific date enter the date by clicking on the calendar
- Delivery Address - click (select) to add a delivery address
- Delivery Instructions - click (select) to add special delivery instructions
- Reference - this is a free text field for any additonal information
- Comment - this is a free text field for any additonal information
- Delivery charges - enter the delivery charges if applicable
- Budget Code - click (select) to choose a budget code for the entire order. Alternatively you add allocate budget codes to each individual line on the order.
- Department - click (select) to choose a department
Click on the Contact Details tab to check the information is correct.
Click OK to add the Purchase Order header. A number will now be allocated to the order.
To add a line to the purchase order click on the Add Line button in the bottom grid.
The following screen will be displayed.
There are 2 types of line that you can add to a purchase order:
1. Item - for items that you hold in stock
To add an Item line to a purchase order enter the following details in the screen shown above:
- Type - select Item from the drop down menu
- Item Code - click (select) and choose a stock item
- Suppliers description - enter any additional information that will assist the supplier in fulfilling the order
- Size Code - click (select) and choose a size
- Supplier Part Number - enter a Supplier Part Number if applicable
- Quantity
- Cost Unit - update the unit cost if applicable
- GL code - click (select) and choose a GL code
- Budget code - if a budget code was entered on the Purchase Order header this field will be populated. To add a budget code click (select) and choose from the list. To update a budget code click on the eraser to the right of the code then click (select) and choose an alternative budget code.
- Date Required - if a Date Required was entered on the Purchase Order header this field will be populated. To change the date click on the calendar and select an alternative date.
- Reference - this is a free text field for any additonal information
Click OK to add the purchase order Item line.
At this stage you can amend the purchase order line details. Click on the line that you would like to update then click on the drop down menu to the right of the word Item under the column called Type. Then select the Edit option and the following screen will be displayed:
Update the fields then click OK to confirm the changes. You can also Delete a purchase order line from the screen above.
2. Text - for items that you do not hold in stock.
To add a Text line to a purchase order enter the following details in the screen shown below:
- Type - select Text from the drop down menu
- Description - enter details of the goods that want to order
- Suppliers Description - enter any additional information that will assist the supplier in fulfilling the order
- Supplier Part Number - enter a Supplier Part Number if applicable
- Quantity
- Cost Unit
- GL code - click (select) and choose a GL code
- Budget code - if a budget code was entered on the Purchase Order header this field will be populated. To add a budget code click (select) and choose from the list. To update a budget code click on the eraser to the right of the code then click (select) and choose an alternative budget code.
- Date Required - if a Date Required was entered on the Purchase Order header this field will be populated. To change click on the calendar and select an alternative date.
- Reference - this is a free text field for any additonal information
Click OK to add the purchase order Text line.
To add more lines to the Purchase order click Add Line and repeat the above.
Once all of the lines have been added the Purchase Order will need to be submitted and approved by the appropriate personnel.