Raising a Purchase Order from another transaction.

Raising a Purchase Order from a Purchase Quote.

A Purchase Order can be raised from a pre-prepared Purchase Quote, which has already been sent to the supplier.

The procedure is as follows:

1. Select Supplier. Enter the Supplier name, or click on the ? button for the Supplier List, then click to highlight and Select [F3].
2. Supplier Reference. Enter if required.
3. Order Reference. This will automatically be allocated once the transaction is confirmed.
4. Click on the "Select" button at the bottom of the screen. A list of transactions will appear, which are available for the Purchase Order to be raised from.
5. Click to highlight on the appropriate Purchase Quote and Select [F3].
   • This will automatically recall the items which have been quoted for on the Purchase Quote. If there are any differences in quantity between the items quoted and the items actually being ordered, click on the box in the "Ordered" column and enter the correct quantity. The price may also be altered if the change in quantity being ordered has an effect on the price quoted.
   • Further lines for items not originally on the Purchase Quote may be added if required, and details entered accordingly.

   

• Location. Ensure the correct location is being used. Click on the down arrow key to change if necessary.
• Purchase Order Date, Estimated Dispatch Date, In Store Date. To change if required, use the [up/down arrow keys] to change the day, and the [up/down arrow keys + shift key] to change the month.

6. Process [F9]

If all items on the Purchase Order have been delivered exactly as the Purchase Quote has requested, and there have been no adjustments, select 'Complete Immediately', and 'Close Source', being the original Purchase Quote. This will have the effect of completing the Purchase Quote, and no further documentation will be able to be raised from it. This will also have the effect of completing the Purchase Order and no further documentation, such as a Purchase Invoice will be able to be raised from it.

• Hold. The Purchase Order transaction will be held in a 'Planned' state and is able to be edited.
• Process, but do not complete immediately. This will allow a further version of the transaction, but the original transaction will stay Confirmed but not Completed, and another document such as a Purchase Invoice will be able to be raised from it.
• Delete.

A Purchase Order which has had a Purchase Dispatch raised from it, but not all items have been delivered, may stay open until all items have been delivered. This may take more than one delivery by the supplier.

Raising a Purchase Order from a Purchase Requisition

A Purchase Order is automatically raised from a Purchase Requisition <REQ>.

Once a Purchase Requisition is Processed, Purchase Orders are automatically generated for the designated supplier(s). The Purchase Order is generated in a Confirmed but not Completed state so that it may still be edited. For more information, refer to the chapter "Purchase Requisitions".