Entering a new Purchase Order

The procedure for entering a new Purchase Order <PO> is as follows:

1. Select Supplier. Enter the Supplier name, or click on the ? button for the Supplier List. Select by clicking to highlight and Select [F3]. (Click on the "Search By" box to find the correct supplier from an extensive list).
2. Add [INS].
3. Supplier Reference. This must be completed.
4. Order Reference. Enter the Purchase Order number.
5. Location. Change if required, by clicking on the down arrow box and selecting appropriately.
6. Purchase Order Date, Estimated Dispatch Date. To change the day, use the [up/down arrow keys]. To change the month use the [up/down arrow keys + shift key].
7. Add Line [INS] and add details as required. Below are the minimum details that must be entered.
   • Type. Use the down arrow key to select. The usual selection would be "Item".
   • Code. Enter the Item Code, or if unknown, use the [up/down arrow keys + shift key] to select.
   • Description. Automatically appears when item code is entered.
   • Unit of Measure. The default Unit of Measure for the item selected will automatically appear, although if the item has more than one Unit of measure, click in the box and use the down arrow key to select.
   • Price. The usual Cost price for the item will automatically appear if known.
   • Quoted. Enter in the quantity quoted for by the supplier.
   • Price. Enter in the price quoted by the supplier for the Unit of Measure selected.
   • Discount %. Enter if required. This is the discount taken off the quoted price (ie. in addition to).
   • Note. Enter if required.

If further details are required to be entered on the Purchase Order, right click on the column headings, select "Columns" and turn on or off as appropriate.

7. Process [F9]. The options are:

• Process. The Order will be Confirmed but not Completed, and can be edited by creating another version. A Purchase Invoice transaction may be raised from it.
• Hold. The Order will remain as Planned and may be edited.
• Delete.

  Standing. This is also an option that may be selected. By clicking on Standing, the price quoted will remain the same and is not a one-off figure.