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Creating Purchase Orders

Creating Purchase Orders

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Creating Purchase Orders

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Create a Purchase Order by selecting Items / Orders / New, and then confirm the Supplier Name. Note: If the Supplier has an outstanding purchase order in the list, you can select it first to make it the default Contact.

When you create a new Purchase Order it is initially blank.

You can add lines manually by simply entering the part numbers. If you enter a part number that does not exist you have an option to create a new stock item. The system can also check the Price Files to help enter details when creating a new stock item.

You can add lines automatically by selecting 'Auto-Add' from the left menu. You can Auto-Add Customer Orders or stock items that meet a re-order criteria.

You can Auto-Add customer orders by selecting the Customer Orders option. This will add any 'Provisional' customer orders that have that supplier set.

You can Auto-Add stock items based on:

Supplier – You can have any number of suppliers for any item and you can set different supplier part numbers and pack quantities for each supplier.

Selected  Brands – You can select specific Brands.

Selected Categories – You can select specific Categories.

 

The stock ordering criteria can be based on:

Minimum and Optimum quantity - So if the minimum quantity was 3 and the optimum quantity was 5. If the stock quantity was 3 it would not order anything. If it was 2 it would order 3 to bring it up to the optimum of 5. If it was 0 it would order 5.

Past sales history - So if we set the dates to the same quarter last year (To get Seasonal figures). It would then work how many were sold in that     period (say 12), it would then calculate per month (12 / 3 = 4). If we then said we would want to keep 1.5 months stock it would be adjusted to (4      * 1.5 = 6). If we had 2 in stock it would order 4 to bring us up to 6.

You can also set to add lines to a 'Held' purchase order in the Sales 'Edit' screen set to include or exclude customer orders.

The Cost price on a Purchase Order is normally the Supplier Last Cost (in Stock Items under the Suppliers tab), if that is zero then it will use the Last Cost field (in Stock Items under the Inventory tab), and if that is zero (or more than 5.00 different) then it will use the main (averaged) cost price.

 

See also: Ordering and Receiving the New Stock Item

 

Saving a Purchase Order

With a New Order you can select Hold or Order from the left menu. Once the Purchase Order has been set to Ordered you just have the option to Save.

You can save a Purchase Order as Held or Ordered. If it is Held you can recall it and repeat the Auto-Add to add any new Customer Orders or additional stock items that now meet the re-order criteria.

When the Purchase Order is saved it brings up a Print Confirmation screen. From here you can select various options:

       Print  – Displays the Default printer and Form. You can change if required

       Email – the purchase order will be emailed to the Supplier email address

       File - The purchase order details can be written to a File. Evopos supports many different formats of Electronic Ordering (EDI)

For more information on Electronic Ordering files (EDI) see: Other 3rd Party Linking

If you do want to Print (or select any other of these options), you can select Cancel from the left menu (The Order will still be saved)

Most users would create the purchase order first (and use it for ordering) and then recall it and mark Received when the order is delivered. However it is possible to create and receive a purchase order at the same time if required.

When the parts on the Purchase order are supplied we can bring up the Purchase Order and just mark which line have or have not been received by confirming the quantity in the Received column. You may find it quicker to select Auto Receive from the left menu to mark all the lines received, and then change the ones that did not arrive (if applicable).

 

Setting Defaults for Purchase Orders

You can set common defaults for each supplier in the Purchase Tab of the Contacts record. This includes:

Supplier Account Reference – This is the Account number your supplier gives to you

Number of days the supplier normally takes to supply - This is used to set the ETA date on each line of a purchase order. You can edit this as you become aware of any changes to the ETA

Custom Message – You can set a message specific to that supplier. It could be for Delivery instructions or any common conditions. You can over-write this on the the actual Purchase Order

Default Order type - You can set the default to one of the following options:

i. Supply or Backorder Urgent
ii. Supply or Cancel Urgent
iii. Supply or Backorder Normal
iv. Supply or Cancel Normal

 

Purchase Order Header can have the following Status:

Held

Ordered

Partial Received

Received

Canceled

 

Each Purchase Order Line can have the following Status:

Held

Ordered

Received

Completed

Canceled

 

Each Customer Order Line can have the following Status:

Provisional

Held

Ordered

Received

Completed

Canceled