Purchase order

Reference: Number, Read-only, WYSIWYS

This number uniquely identifies a Purchase order. The Purchase order # is automatically generated by the system after the first update of a Purchase order and cannot be changed for the life of the order.

If a Purchase order is deleted, its Purchase order # will never be used again for another Purchase order.

Reference: Number, Read-only

This is a number indicating how many times the Purchase order has been modified. When a Purchase order is first created, this number is set to 1. The next time it is edited, it is set to 2, and so on.

Reference: Button

This field indicates whether the current Purchase order has been fully or partly received. It will only be visible for Purchase orders that have at least one receive entered for them. Listed receives will display (INV) or (Part INV) at the end of the text, indicating if the Receive has been invoiced fully (INV) or partially (Part INV).

Clicking on the field will cause a menu to drop down displaying all the receives relating to the current Purchase order. Clicking on any of the displayed receives will then display the selected receive record.

Negative receives are preceded by "Neg ", so "Neg Receive". A negative receive is any linked receive which has a line with a negative quantity, regardless of its other lines. i.e. if it has both positive and negative lines, it is still a negative receive.

Note: If the Receive has not been invoiced at all, no additional text is displayed

Reference: Yes/no, WYSIWYS

Information is under review for a new version and will be updated soon.

Reference: Date, Mandatory, QuickList, WYSIWYS

This is the date on which the Purchase order was initiated. It can be any valid date that is within the current Extended Financial year.

Reference: Text(12), Mandatory, QuickList, AutoComplete, WYSIWYS

This is the Supplier code that represents the Suppliers (Creditor) to whom the Purchase order relates. This field is an auto-complete field and must contain a valid Supplier code before you can update the order. To display a list of all valid Supplier Codes, click on the button or press the QuickList Hot Key. You will not be able to enter the code of any supplier whose account has been closed.

The supplier you enter for a Purchase order will dictate the currency in which the Purchase order is completed. When a supplier is entered, the currency for the supplier is located and displayed alongside the totals for the Purchase order. The total for the Purchase order will always be displayed in terms of the displayed currency.

If you change a Supplier code while you already have order lines entered, you will be asked whether or not you want all of the prices for those items changed in accordance with the supplier’s price for those Items.

If the Supplier’s Credit limit has been exceeded, you will be warned of this when you leave the field but you will still be able to fill in the order.

If any lines on the Purchase order have been Received or Invoiced, you will not be able to change the Supplier code.

Reference: Text, Read-only

Information is under review for a new version and will be updated soon.

Reference: Date, Mandatory, QuickList, WYSIWYS

This is the date by which the goods are required to be delivered for the Purchase order and is used only as a reference. This can be supplemented by a delivery schedule on a per-Item basis specified in the Purchase order line details window.

Reference: Text(64) , QuickList

This is the Supplier’s Sales Representative designated to handle this Purchase order (if any).

Reference: Select from list, Mandatory, HotEdit, WYSIWYS

This is the Warehouse into which Items on the Purchase order are received.

Only one warehouse can be specified and any Receive that is created for this Purchase order must use the same warehouse. If you need to order goods or services into multiple warehouses, you must create multiple Purchase orders.

Reference: Text(64), AutoComplete, QuickList, WYSIWYS

This is the default Job to which the Purchase order relates, if any. If the Job entered does not exist, you will be prompted when you update the Purchase order as to whether or not a Job having that code should be created. A Purchase order does not have to have a Job, but if it does then all subsequent items added to the purchase order will be given the same job by default.

If the Job for a Purchase order is changed to a value different to any of the Jobs for items specified for the Purchase order, you will be asked whether to update Jobs for all items on the Purchase order. Clicking yes to this question will set the Job for each item on the Purchase order to the new Job.

To display a list of all valid Jobs, click on the button or press the QuickList Hot Key.

Reference: Select from list, WYSIWYS

Information is under review for a new version and will be updated soon.

Reference: Text, Read-only

Information is under review for a new version and will be updated soon.

Reference: Select from list, Mandatory, HotEdit, WYSIWYS

This is the User name of the user that created the Purchase order. This is automatically filled with the User name of the current user and cannot be changed unless the user has Administrator permissions for Purchase orders.

Reference: Select from list, Mandatory, HotEdit, WYSIWYS

This is the User name (not user login ID) of the user that has been assigned as the first point of contact for enquiries regarding the Purchase order. This does not have to be the same as the user that created the Purchase order.

Reference: Yes/no

This button indicates whether or not any new lines that are added to the Purchase order should be flagged as being received “directly to the job” (see the "Receive Direct to Job " option). Changing this option will also ask the user if the “Direct to job” flag should be changed for all existing lines on the purchase order.

Reference: Memo, Expandable, WYSIWYS

These are any comments or special instructions relating to the Purchase order that should be printed on the order. The comments entered here are transferred to the Comments field on any receives created from this Purchase order.

Reference: Address, WYSIWYS

Information is under review for a new version and will be updated soon.

Reference: Text(15), WYSIWYS

Information is under review for a new version and will be updated soon.

Reference: Text(15), WYSIWYS

Information is under review for a new version and will be updated soon.

Reference: Yes/no

This field specifies whether or not a Receive is allowed to be performed for any Items on this Purchase order.

Sometimes Purchase orders need to be generated without knowing how much an item is going to cost. Because a Receive is the function that actually places the goods into stock at the price indicated on the Purchase order, it is sometimes therefore beneficial in these cases to prevent Receives from being entered for the Purchase order until the price has been confirmed. This will also prevent this batch of Items from being on-sold to Customers until the price has been confirmed.

Reference: Text(64)

This is the reason for which Receives are not being allowed for the Purchase order. This reason will be displayed in a message box if an attempt to Receive goods for this Purchase order is made.

Reference: Address, WYSIWYS

This is the address to which the goods are to be shipped from the Suppliers.

This address is set by default to the Delivery address specified for the selected Warehouse, but can be modified as necessary. If a different warehouse is subsequently selected, this address will be overwritten with the default Delivery address for that warehouse.

Reference: Text(15), WYSIWYS

Information is under review for a new version and will be updated soon.

Reference: Text(15), WYSIWYS

Information is under review for a new version and will be updated soon.

Reference: Button

This button will only be available if the Purchase order has been linked to a Sales order. If available, this will copy the delivery address from the linked Sales order into the address field in the delivery details.

Reference: Button

This button will display a QuickList allowing an address to be selected. This address will then be automatically filled in to the address field in the delivery details.

Reference: Select from list, HotEdit

This is the desired shipping method by which the goods are to be delivered and is used purely as an instruction to the Suppliers.

Reference: Yes/no

This option determines whether or not tax will be calculated for Items.

If this option is selected, then no tax will be calculated for any of the order lines regardless of the Tax code associated with that item.

If this option is not selected, then tax will be calculated according to the Tax code associated with the item for each line.

This option is initially set based on the default Purchase orders to tax exempt flag of the Creditor details, but can be modified afterwards.

Reference: Yes/no, WYSIWYS

Information is under review for a new version and will be updated soon.

Reference: Yes/no, WYSIWYS

This field specifies that the Purchase order has been confirmed by the supplier and is only used as a reference for searching and reporting.

Reference: Yes/no, WYSIWYS

Information is under review for a new version and will be updated soon.

Reference: Number, Read-only

This is a number used to uniquely identify a line within a Purchase order. This number is automatically allocated when you update the Purchase order.

Reference: Text(30), AutoComplete, QuickList, WYSIWYS

This is the item code identifying the item for the order line. This must represent a valid item code, but you can type the first few letters of the code and activate the QuickList (by clicking on the button or pressing the QuickList Hot Key. If you select multiple items from the item QuickList, each item code will be entered in consecutive order lines.

You cannot change an item code for an order line that has been Received or Invoiced.

The button displays Purchase order line details, which is more detailed information about the Purchase order line.

A Purchase order line is removed by deleting its item code.

Reference: Text(255) , Expandable, WYSIWYS

This is the description for the order line. It is initially filled in with the description of the Item code selected but can be changed to anything you like. If an order line has been fully or partially received, the description cannot be changed.

Reference: Text(30), WYSIWYS

This is the item code that is used by the supplier to refer to the item.

When ordering Items from a Suppliers, it is usually necessary to specify the item codes in terms that the supplier understands. The Supplier's item code for an item is filled in automatically from the code entered in the Items form (on the Suppliers tab) under the Supplier's item code for the relevant supplier.

Reference: Quantity

This is the number of units of items being ordered. This value cannot be less than the quantity of Items for this line that has already been received.

Press S while in this field to open the Tally calculation form.

Reference: ActionForm

Pressing S while in the Quantity field will open the Tally calculation form.

This form allows you to keep a tally of items that are recorded on a line for Sales order, Sales quotation, Sales invoice and Purchase order.

There is a characters remaining label that keeps track of how many more characters can be added to the description before it will overflow. When you enter too many characters that cause the remaining amount below 0, the label will turn red and the OK button will be disabled. Before the limit reaches 0, you should start a new line.

Longer product descriptions will affect the amount of characters that can be added to the tally form. There is a total character limit of 255, less the number of characters given to the description. Each cell on the tally form has a limit of 15 characters only to prevent an overflow error from occurring when entering too many into a cell.

Last edit 29/01/20

Reference: Select from list

This is the unit of measure of the item that is being purchased. The quantity specified is always in terms of this unit, and the number of single items that constitute this unit is displayed below the Unit field (unless that quantity is 1).

To change the Unit of the item, either click the left or right mouse button on the Unit field or press CTRL-U in either the Quantity field or the list price field: this will display a pop up menu from which you can select a different unit if one exists.

The units available for selection are those specified in the Units / Pricing fields for the specified supplier in the Inventory form for the specified item.

Once a Purchase order line has had any of the Items received, the Unit field cannot be changed.

Reference: Quantity

This is the number of single Items that constitute the Unit for the line. If this number is 1 (for example, the Unit is each) then nothing will not be displayed.

Reference: Currency

This is the price per unit that is being charged (not including tax) for the item. If you adjust this price manually, the Discount field will be adjusted accordingly to achieve the correct result based on the list Price of the item.

Reference: Currency

This is the total cost for the order line not including tax. It is equal to Quantity x Cost Price . This total is rounded to 2 decimal places.

Reference: Currency

This is the tax that is calculated using the Tax code for the item on the Extended price for the order line. This amount is rounded to 2 decimal places.

Reference: Currency

This is the total for the line that is being charged, including tax. It is equal to Extended + Tax.

Reference: Button

The button activates the Sales order line details window, in which extra information about an individual Purchase order, Receive or Supplier invoice line can be entered.

Reference: Number, Read-only

This is the total number of Receives that exist containing this line.

Reference: Number, Read-only

This is the quantity of Units of this item that have already been received for the Purchase order.

Reference: Number, Read-only

This is the total number of Supplier invoices that exist containing this line.

Reference: Number, Read-only

This is the quantity of Unit of this item that have already been Invoiced for the Purchase order.

Reference: Number, Read-only

This is the total number of units that have not yet been received for the line.

Reference: Currency, Read-only

This is the current standard list price for this item from the Inventory information.

Reference: Text, Read-only

Information is under review for a new version and will be updated soon.

Reference: Text(64), AutoComplete, QuickList

This is the Job to which the line of the Purchase order relates, if any. A Purchase order line does not have to have a Job, but if it does then all subsequent actions taken from the Purchase order line (e.g. Receive, Supplier invoice) will be assigned the same Job by default. To display a list of all valid Jobs, click on the button or press the QuickList Hot Key.

Reference: Select from list

Information is under review for a new version and will be updated soon.

Reference: Text, Read-only

Information is under review for a new version and will be updated soon.

Reference: Yes/no

Setting the "Direct to job" flag against a purchase order line will direct Accentis to immediately assign any STOCK item (remove it from stock) to the job once received. The item will be first received into stock and then immediately re-assigned to the job using a Receive assignment transaction (similar to a stock assignment but used just for this purpose). Effectively the stock will be expensed to the item’s Cost of Sales G/L account (if the job has a Work in Progress account specified, it will post here first, and if the job has a Flush Account specified, it will eventually post to that account instead of the item’s COGS account).

This feature saves you from having to receive the stock and then perform a stock assignment to the job. On the inventory and journal transaction it will show as a "Receive assignment", and the purchase order will display it as a large red J so you can instantly see which items are affected. Note that whenever you have a job specified for a P/O line and that line is for a non-stock item, the red J will always appear because non-stock items never go into stock and therefore cannot be assigned out of stock.

User's must understand the meaning of this option so they don't put stock away that has been assigned to a job, and vice versa. This is a perfect tool for stock that is being drop-shipped to site by the supplier, however if it you are actually receiving the goods into regular stock first and then will later send some to a job, you might want to consider performing a regular receive into stock first.

Reference: Yes/no

Information is under review for a new version and will be updated soon.

Reference: Account, QuickList

This is the account code for the account that will be updated when the line is included in a Receive. The account referenced here is used to copy into the Receive line details for the line which can then be modified before the Receive is updated.

The stock / expense account is initially filled with the stock / expense account specified in the Items information for this item.

If the Purchase order line window was activated from a Receive, this field will be read-only.

Reference: List

The delivery schedule for a Purchase order line allows you to enter up to 6 separate quantity / date delivery schedules for the item. The schedules represent the date that you expect or require the associated quantity of goods to be delivered. The quantities shown here can also be printed on your Purchase order report so that your supplier can be made aware if your requirements.

•  Date (Date, QuickList): This the date when this portion of the goods are required for delivery.
• Quantity (Number): This is the quantity of goods that are required on the scheduled date.

Reference: Memo, Expandable

These are any comments that do not appear on the printout of a Purchase order and are therefore not intended to be seen by your Supplier.

Reference: Number, WYSIWYS, Quicklist

This quicklist field allows you to reference a Sales order for this Purchase order

Last edit 21/11/19