Purchase order processing

The software's Purchase Order Processing module efficiently handles all Supplier Purchase transactions from Initial Purchase Order, through receipt of Goods and reconciliation of Purchase Invoices.

Purchase Orders are raised at the Purchase Order Entry stage. During the order entry process, the user is able to capture:

  • The Supplier address details
  • Any alternative delivery address details
  • Currency and Vat Details
  • Products Required
  • Any other Related Data

Purchase Order Entry

The user is guided through the entry of the order, via the Transaction Wizard. Each of the steps are shown below:

Supplier Selection

The Supplier Address is captured on the Transaction Address step.

Transaction Address

Purchase Order Agreement Information

As standard, this step simply allows confirmation of a Currency Code and a Vat Code. Where a Supplier Account Agreement has been created, this will be used to default the Currency and Vat.

Transaction Header

Adding Items to the Purchase Order

The Transaction Line Step of the Wizard, allows the user to use an advanced product search tool to find the items they wish to order. Once the item has been found, the user is able to instantly see the stock position for the product, along with any other product details that may be relevant, utilising the user definable data displays. As a line is being added, predetermined pricing discounts can be automatically applied, or the user can enter a manual discount percentage or value. The screen shot shows the order line entry, with the Product Stock Enquiry data panel showing the stock position for the selected product, the margin % and discounts are also visible.

Transaction Line

Purchase Order Notes

The Transaction Notes step is skipped when entering an order, but can be reached at any point by simply clicking on the step in the wizard. These notes are meant for internal use only and by default, they will not print on any Documentation. They are known as Transaction Origin Notes. This is because the notes are always recorded against the Transaction Origin, rather than the specific transaction. This means that should an order be split (part deliveries etc), all the notes related to the order will always be visible, regardless of which part of the order you are viewing.

As Transaction Origin Notes are saved, the system will automatically assign a User and Date Created / Modified.

Transaction Notes

Purchase Order Summary Step

The Transaction Summary step allows the user to enter other information which may be relevant to the Purchase Order. The user can enter Discounts / Surcharges against the order. The user can also enter a Requested Receipt Date and Comments which will be printed on the Purchase Order. At this point the user will also be able to view the full value of the Purchase Order.

Transaction Summary

Purchase Order Print

Once the Purchase Order has been completed, it can be printed. As standard the Purchase Order will be printed to the screen. A hard copy can then be created or it can be saved to a PDF. It is possible to automatically print the Purchase Orders to a specific printer, or to email the Purchase Order directly to the supplier, these options would require a change request.

Processing Purchase Orders

Purchase Orders are manually processed through the Purchase Order Processing workflow. 

Confirming Purchase Orders

Once a Purchase Order has been completed it will be moved to an Issued Purchase Order stage and sent to your supplier. Once your supplier has confirmed receipt of the Purchase Order it *should be processed to the Confirmed Purchase Order stage. During this process the user will be able to update the following:

  • Account Shipment Number - If you Supplier can furnish you with a Shipment number, this could be useful during the Receipting and Invoice reconciliation procedures.
  • Expected Receipt Date - Whilst a Requested Receipt Date is entered at Purchase Order Entry, this field will allow you to update the Purchase Order Lines with the date confirmed by the Supplier. When a Sales Order is place for an out of stock item, where a Confirmed Purchase Order exists, the system will inform the user that the item is on order and display the Expected Receipt Date.
  • Line Process Confirmation - The Line Process Confirmation will allow the user to select specific lines to process and allow them to change process quantities.

Confirming the process will move the Purchase Order to Confirmed Purchase Order.

Process Purchase Order to Confirmed Purchase Order

Receipting Purchase Orders - Goods In

When stock is receipted into the warehouse, the warehouse user would process the Confirmed Purchase Order into the Goods Into Stock Stage. During the process the user will be able to update the following:

  • Account Shipment Number - If you Supplier can furnish you with a Shipment number, this could be useful during the Receipting and Invoice reconciliation procedures.
  • Actual Receipt Date - This will update the Purchase Order with an Actual Receipt Date. This Date is used by the FIFO Costing system as being the date the stock was received. It is also useful for future Supplier Analysis, whereby the Expected Receipt Date can be compared against the Actual Receipt Date.
  • Line Process Confirmation - The Line Process Confirmation will allow the user to select specific lines to process and allow them to change process quantities.

During this process the user must specify the stock which has been received. During the process to Goods Into Stock, the user will be able to select lines to process and change process quantities to handle under deliveries etc.

As this process is completed, Physical, Free and Available stock of all items on the order at Goods Into Stock will be increased at a PICK Location. Any orders at back order awaiting stock of these items will automatically be reserved and moved into the Picking Process.

Process Purchase Order to Confirmed Purchase Order

Purchase Invoice Reconciliation

In order to raise a Purchase Invoice, the user must find the relevant Purchase Order at the Goods Into Stock stage and process it to the Purchase Invoice stage. It is not unusual for a Purchase Invoice to be received which will span multiple purchase orders and / or multiple deliveries. In order to accommodate this, the user is able to select multiple purchase orders and process to a single consolidated purchase invoice. In the screen shot below, three purchase orders have been highlighted. The other is for a different supplier. It would have been possible to narrow down the list of purchase order by selecting a supplier in the search section of the Goods Into Stock menu option:

Process Goods Into Stock to Draft Purchase Invoice

By default, this screen shows a consolidated line view. For example, the AB DVD has actually appeared on two of the Purchase Orders, one for a quantity of 20 and one for a quantity of 100, thus the consolidated line view shows a quantity of 120. This can be seen easily by changing the view to the "Select Transaction Lines" view, as follows:

Process Goods Into Stock to Draft Purchase Invoice

The user can update Process Quantities and Prices by double clicking or pressing enter on a highlighted line, in either view. Once the process has been completed, the user will be landed in a consolidated Draft Purchase Invoice. At this point the user can make any changes they deem necessary, including making value adjustments on the Transaction Summary Step. These can be used to handle rounding discrepancies between the Purchase Invoice received from the Supplier and the invoice raised on the system.

Draft Purchase Invoice

As the user saves the Draft Purchase Invoice, the system will prompt them to process to the Final Purchase Invoice stage. The user must ensure they have made all necessary adjustments before processing.

Process Draft Purchase Invoice To Final Purchase Invoice

As the Final Purchase Invoice is created, the system will automatically create a Purchase Ledger Invoice against the Supplier's account.