Add Purchase Order

Add a Purchase Order

When you open new purchase order, the order number & date are pre-populated , your first task is to select your supplier.

Type into the supplier ID by partial id of the supplier you want then click "Find Supplier" to open Supplier listing.

Use the search feature at the bottom right of the page to narrow down your suppliers.

If the supplier you want is not in the list then select "+ Supplier" to add a new supplier.

Complete all required details and select OK. Note: important to have an email address for email your orders.

Once you have selected or added your supplier, your need to determine is this order for stock or a job.

The system automatically defaults to stock.

However, if it is for an order then select  "Find Job".

After selecting the job number you require click OK the return to the purchase order. 

When goods are received on this order they will be added automatically to the materials list on the job selected.

Add items to purchase order

Click the ADD button, a new line appears and the barcode field is highlighted.

Click enter to move to the CODE field where you type in a partial id of the item you are looking for and press enter.

This opens the "Find Price" screen to the nearest item with that partial id in the code.

Select the item you require and select OK.

You can modify the description if required, override the cost, add the quantity required and select the location for the stock to be held.

The order total will add up the total cost all of all lines added.

Once you have completed adding the required lines, you can select how the order is to be completed.

You can choose between "Print or Email".

When you select email the Order preparation screen will appear.

Email - Order Preparation

Queries To -  Select ADD, enter details then close. To change details select the contact, then select EDIT make the changes and close. Use drop down arrow to select required contact.

Deliver Location - Select ADD, enter details then close. To change details select the delivery location, then select EDIT make changes and close. Use drop down arrow to select required contact.

Carrier/Freight - Select ADD, enter details then close. To change details select the Carrier/Freight, then select EDIT make changes and close. Use drop down arrow to select required contact.

Options - Select what options you want to include in your email by ticking/unticking any of the four options shown.

Click OK, brings you to the Order Notes screen.

Type in notes you would like to appear on the purchase order or select Notes added from the "Standard Notes" by selecting the number showing the notes you want and click "Copy Notes".

Once you have added the notes you would like you can also use the "Spell Check" before clicking OK.

Click OK, brings you to the Order Notes screen.

Type in notes you would like to appear on the purchase order or select Notes added from the "Standard Notes" by selecting the number showing the notes you want and click "Copy Notes".

Once you have added the notes you would like you can also use the "Spell Check" before clicking OK.

You then arrive at the Email preparation screen.

If this is the first time you are emailing this supplier, then add their email address to the "Send To" Field.

Your default email address will appear in the CC field automatically.

Your Order number will populate the Subject line.

Then type in the email body any other information you want to add, you can also attach files to this email by selecting

"Add Attachment to List". Which opens your local drive for you to select the required file.

Change email template - allows you to select a specific template created in the "Email Template Editor".

Once you have completed all details required in the email, select OK to send the purchase order to the supplier.

The first time you add an email address once the email has been sent this new message will appear.

If you respond with yes, the next purchase order for this supplier will appear with this email address automatically populated.

You have now completed a purchase order. "Time for a coffee"

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