There are two types of Purchase Orders:
- Project Purchase Orders - Read more here (Project Orders are prepared automatically using the Project Stock Tracking report in each project).
- Manual Purchase Orders
Manual Purchase Orders begin with the letter M.
When preparing a manual Purchase Order there are two types (of manual purchase orders):
- Other: These would be used for anything outside of materials or stock items. Example: To arrange a cleaning contract or the purchase a sign for your business.
- Stock: These PO's are used to order stock or materials.
You will need to make a selection depending on the type of PO that you require.
Preparing a Manual Purchase Order:
Click on the Stock tab in the main menu.
The Manual Orders tab opens by default.
Click on Add item.
Page 1:
Now select a supplier (add suppliers in the Admin menu).
You can also add special instructions to the supplier (example: Required urgently as discussed).
Now make a selection between Other or Stock (for all stock or material purchases that you wish to track).
Page 2:
Now you will be asked to select a warehouse (add warehouses in Admin System). The warehouse is required to specify a delivery address.
Other PO:
Now add a description of what you want to order.
Add the purchase price.
Optional: Add what the item is required for. This helps when allocating the cost for accounting later. The supplier does not see this information.
Optional: If the item is for a project select the name of the project.
Click view to download the PO to check or to print and post.
Click SendMail to email the PO to the supplier.
Click done to complete.
Click close to save as draft (you can then come back and finish later).
Stock PO:
Click to add an item.
Start typing the name of the stock item that you wish to order then select the name from the drop down list.
Once the detailed information is populated (this might take a few seconds - the default quantity will usually be 1) you can edit the quantity that you want to order and select the variant (example: colour). You can also overwrite the purchase price if you have negotiated a different for this order.
Click view to download the PO to check or to print and post.
Click SendMail to email the PO to the supplier.
Click done to complete.
Click close to save as draft (you can then come back and finish later).
Inwards stock (receipt of goods ordered)
When the delivery of the items ordered is received (this step is required even if you are taking the goods from the supplier while you are making the order) click on the Inwards tab.
The PO number should be included on any shipping documents that accompany the delivery (otherwise you will need to look this up in the orders list).
The M prefix must be entered for all manual orders.
Click Next (or just click enter).
If there is a long list to receive you can simply click on Receive all and the quantities will automatically populate. Otherwise you can add the quantities by clicking on the '0' on each line.
When you are finished just click on Proceed. This will complete the process and receive the items into stock.
Rejections - read more here
Returns to suppliers - read more here
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