A new feature has been added that lets the user search a Purchase Quote/Order using the Note mentioned while creating or
editing it. Users can now search for a specific Purchase quote/order by typing the keyword used on notes.
The Orders feature allows you to set up purchase orders and then perform various actions such as converting an order to an invoice, setting up delivery records and removing order records. This topic provides the links to the steps to perform the various actions.
- Setting up a Purchase Order Record
- Viewing Purchase Order Details
- Copying Order Record
- Deleting or Emailing in Batch
- Emailing Purchase Order
- Converting Purchase Order to Invoice
- Setting the Purchase Order Delivery Status
- Removing Purchase Order
Setting up a Purchase Order Record
You can set up a purchase order record and during the course, set it as an invoice or a cancelled order. To set up a purchase order, complete the following steps.
1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click Add Order.
Tip
4. The Purchase Order page appears. Enter the following details to set up the purchase order.
| FIELD | STEP |
|---|---|
| SUPPLIER | To select the required supplier, click on the field and then select the supplier name. To set up a new supplier on the go, click the 'New' icon. This is a mandatory input. |
| ORDER NUMBER | Depending on the settings, the order number is auto-generated or can be custom-defined. |
| REF. NO. | Enter a unique reference number. |
| STATUS |
You can set up one of the following statuses: Open: The order is in open state; Invoiced: The order is invoiced. After saving the order, you can locate the invoice in Purchases > Invoices & Credit Notes on the left panel; Cancelled: The order is cancelled. |
| ORDER DATE |
Order setup date. It depends on how you set up the date. You have three choices: Last Transaction Date, Today and None. To set up the date, on the left panel, click Settings and on the Settings page, select the required option from the DEFAULT TRANSACTION DATE list. You can set the order date up to 5 years beyond the current set accounting period. |
| DUE DATE | The due date depends on the settings. This is a mandatory input. |
| Product | To select a product, click the 'search' icon and from the Product Search window, select the required product. To set up a new product on the go, click New. This is a mandatory input. |
| Description | Auto-filled based on product selection. You can update the description. This is a mandatory input. |
| Quantity | Product quantity. This is a mandatory input. |
| Price | Auto-filled if the price is set up during product creation. Else, you can enter the price. This is a mandatory input. |
| Discount % | Discount percentage. This is a mandatory input. |
| VAT % | Auto-filled based on the set-up during the product creation. To update, click the 'drop-down' icon and then click Advanced. From the Transactions Details window, update the VAT from the PURCHASE VAT RATE list. This is a mandatory input. |
| Nominal | Auto-filled based on set-up during the product creation. To update, click the 'drop-down' icon and then click Advanced. From the Transactions Details window, update the nominal code from the PURCHASE NOMINAL CODE list. |
| Net Amount | Product of values from Quantity and Price fields. |
| ADDRESSES & ATTACHMENTS | Enter supplier address. |
| NOTES | Enter supporting notes. |
5. To save the purchase order record, click [Save].
Additional Options
You can use advanced options for the products selected for the sales order and also view the product history. To use these options, complete the following steps.
1. To access, the product details table, click the 'drop-down' icon for the corresponding product row and then click Advanced.
2. The Transactions Details window appears. Update the transaction details, as required and click Save.
The History feature shows the purchase order history for a particular product with all suppliers.
1. To access, the product details table, click the 'drop-down' icon for the corresponding product row and then click History.
2. The product history window appears. To view the product history with all suppliers, click All Suppliers.
- The product history window shows the purchase order history for a particular product with all suppliers.
Viewing Purchase Order Details
To view the Purchase Order details, on the Purchase Orders page, click anywhere on the row.
|
If you sort any column other than Date, then the Date column is also sorted accordingly.
|
Copying Order Record
Using the Copy feature, you can quickly set up new orders from available orders with both orders having identical details except the order number. To use the copy feature, complete the following steps.
1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click the 'drop-down' icon for the required source order record and in the inline menu, click Copy.
4. The purchase order page appears. To set up an identical purchase order, click Save or update the details and click Save.
Deleting or Emailing in Batch
You can remove multiple records in one or more batches.
Removing Batch
1. On the Purchase Orders page, tick the box under the Email button.
2. All records are selected. You may also customise your batch by manually selecting the records.
3. Click the Delete button. The selected records are removed.
Email Batch
1. On the Purchase Orders page, tick the box under the Email button.
2. All records are selected. You may also customise your batch by manually selecting the records.
3. Click the Email button. Selected records are emailed to the respective customers.
4. Optional. To view the status of the email delivery, on the left panel, click Purchases > Suppliers. On the Suppliers page, click the 'drop-down' icon and then click View. The Activities tab shows the status.
Emailing Purchase Order
The email template is governed by the email template settings. To email, complete the following steps.
1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click the 'drop-down' icon for the required order record and in the inline menu, click Email.
4. The Send Email window appears. Enter the required details and click [Send].
Converting Purchase Order to Invoice
You can convert all purchase orders in the open status to invoices. Post conversion, you can locate the invoice in Purchases > Invoices & Credit Notes. To convert, complete the following steps.
1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click the 'drop-down' icon for the required order record and in the inline menu, click Invoice.
4. The Purchase Invoice page appears. To retain the order details, enter a unique invoice number in the INVOICE NO. field and click Save. Otherwise, update the details, and enter a unique invoice number in the INVOICE NO. field and click Save.
Setting the Purchase Order Delivery Status
After you set up a purchase order, you can set the product delivery status. To set the product delivery status, complete the following steps.
1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click the 'drop-down' icon for the required order record and in the inline menu, click Deliver.
4. The Goods In page appears. You may update the following order details: reference number, goods-in date, the user who processed the delivery, number of products delivered and the store receiving the product, if applicable.
5. To update the product delivery status, on the Goods In page, click Save.
|
Depending on the stock setup, the product stock may update post delivery status change.
|
6. Post-delivery status change, you can view the delivery history of the product. To view, click the 'drop-down' icon and then click Delivery History.
7. The Delivery History window shows the product delivery history.
Removing Purchase Order
To remove a purchase order, complete the following steps.
1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click the 'drop-down' icon for the required purchase order record and in the inline menu, click Remove.
4. The Confirmation Message window appears. Click Delete.