Entering purchase order starts with the selection of the subject. When entering
the supplier or third party that has placed the order, the program
automatically transfers predefined values you have set in the subjects register |
supplier panel, i. e. supplier's address, delivery
and payment terms.
Through this procedure you can create orders in a quicker way, since most fields
are filled with predefined values that do not need to be changed. Instead of
entering 13 fields, in most cases it is enough to enter only two fields (the
subject's name and the contact).
Supplier
|
Select from the supplier register the supplier
you are ordering goods from. After the transfer in the issuing invoice and
after the automatic posting of this invoice this will also be the person to
whom the accounts receivables will be posted in the subject account/general
ledger. The program automatically enters the address, place, postal area,
phone and fax number.
You can change names of the fields (Payee,
Customer, etc) in the document types register. |
 |
If the supplier is already entered in the subjects
register, just enter his name, if not, it is necessary to
enter the supplier in the subjects register first. You can
enter a new subject by clicking on the New Record
button in the Supplier section of the order.
If you click the button, a window for
entering a new subject in the subjects register opens. |
Contact
| Name of the contact person
that has placed the order. By default the program offers
the first contact from the subjects register.
If needed, you can instead select another contact or enter the information
manually from the lookup list.
In the lookup list are available only contacts with the selected
Active status. |
Carrier
|
The 3rd party (i. e. Carrier, Consignee) is by default the same as the
1stperson (Supplier, Customer). |
Contact
| As in the Contact field of the
Supplier you can in this field select or enter a
contact to the 3rd party (carrier).
|
Date
| The date on which the order was created (by default:
current date).
If you change the order date, the program will offer you the
possibility of changing (recalculating) the order validity
date based on the number of days entered in the Order Validity
field (see
Do you want to update the order validity
accordingly?). |
Number
| The unique number of the document: a two digit code for the
year, a code for the type of document (identical to that found in the
Document Types settings), and the six digit serial number of the document.
The number is generated automatically and cannot be changed. To insert a deleted document and
to set a number counter use the
insert document function.
If you double-click a document, the document type
settings open on the document type the present document was
created in. |
Status
| Select the
status of the order. Each order can have as many statuses as you like.
Statuses contain three categories: Available Stock, Check Limit and Finished
(see the chapter on order document types).
Check Limit function and issuing methods when not confirmed status are used only
at
sales orders!
Three statuses are predefined, however, if needed you can define new one,
additional statuses:
1 - Created - This
status represents information received from the supplier inquiries and does
not affect
available stock.
2 - Confirmed -
This status represents orders that are binding for customers or suppliers,
and that affect
available stock.
Z - Finished - This
status is used for orders that were not completely supplied. The remaining
non-dispatched quantity is reversed. Orders of this kind do not affect
available inventory and do not count towards the value of a customer’s
credit limit. The program will use this information when calculating
purchase orders or when
purchase orders are added to a document.
When entering a new order, the status with the lowest alphanumeric
value is used by default (so
the predefined status 1 - Created
will
appear by default)!
|
Order Validity (days)
| The number of days that the order
will be valid. A default validity period can be entered in the
program parameters. While an order is valid, it generally holds that any
prices listed in it will not be changed, even if the pricing policy is
changed in this time. When checking
available stock select whether orders with expired order validity shall
be included in the calculation of available stock or not. |
| Order Validity (date) |
The validity date of the order. This information is linked with the
information in the adjacent field (Order Validity – days).
If you change the value in one field, the value of the other field will
change as well.
Therefore, enter either the number of days the order will be valid or the
validity date. The other field will be calculated automatically. |
 Department
| It is
possible to define the department that received goods. Through this you can track
ordering by departments. Department can be selected from the subjects register
(see Department).
- By default the program enters the department to which the
user of the system/clerk that created the
order belongs to (see below).
- If the department is selected and set in the
document types settings the information set
will be used for the department.
|
| Purchase from |
The program looks in the supplier register for
information on the moods of acquisition that suits the supplier in question.
When creating the receiving invoice is of vital importance for correct
Value-Added tax that you select the right manner of selling goods!
- Domestic - taxables (purchase of goods from
taxable in the domestic market. VAT, they applied to
you, you can assert as a debt claim on the country as the input VAT. When
creating the invoice of receiving the program will offer a default tax type that
is entered in the items register.)
- Other (purchase of goods from domestic subjects that are not
taxable and cannot
account VAT to you,
because of that you cannot apply the input VAT.
When creating the receiving invoice the program will automatically offer
the tax type 0% of VAT, you have entered in the section "Tax Type, VAT excluded),
- Import - (goods/services from import. When creating the receiving
invoice the program will offer a default tax type that is entered in the items
register.) or
- Non-resident - (if you purchase goods from a non-resident of
your country).
|
Currency
| By default
the program enters the predefined currency from the
settings (program parameters | company |
general), however, if you have predefined the currency for the customer in
question in the subjects register | customers, the program will enter this
currency. You can afterward also change the currency by selecting it from the
lookup list of the Currencies register. It is
requested to select the currency before you start entering lines!
If the order will be created in a foreign currency, the program will
automatically convert the currency according to the selected exchange rate.
Through this function you can create document in any currency, and the
function also enables you to use the price list in a foreign currency and
converting it in the domestic currency. See also:
Monitoring exchange rates. |
| Paym. Meth. | By default the program enters the the predefined payment
method from the subjects register | supplier, but you can change it
afterwards by selecting the payment method from the
Payment methods register.
|
Days to pay
| Number of days in which the invoiced
order (invoice for receiving goods) will be due to pay. By default
the program fill in the value from the subjects register |
supplier but it can be afterwards. |
Deliver by
|
In this field you enter the delivery deadline you set for the supplier. The entered delivery
deadline will by default be transferred to the lines of the order. However,
you can afterwards change the delivery deadline in the
order lines!
If you will change the delivery deadline in the header after
at least one of the order lines is entered, the program will offer you the
possibility to enter this new date in the document lines as well (see
Do you want to update the Deliver by date in all
lines?).
|
| Text | From the register of
supplier's text select a text, which will show
on the bottom of the order/footer of the order. he default text ID can be
selected in the subjects register supplier. |
| Deliver
Via | By default the program enters the the predefined
delivery type from the subjects register | supplier,
or you can change it afterwards by selecting it from the
delivery methods register. |
| Terms
and Place |
- To orders for export select also the Terms ID from the
delivery terms register;
- To orders for export select also the destination or the place for dispatch
(depending on the type of Terms) from the postal zones
register. In the report the description is used and not the number of the place!
When adding an order to the invoice of receiving, this date will be
transferred to the invoice of receiving as well.
Information on Terms and Place is by default filled in from the subjects register |
Supplier. |
| Clerk | According to the
settings the program offers as a clerk the user, logged in
the program, or the clerk that is entered in the subjects register |
customer.
If you want to change the value in this field (if you can select the
clerk) or not, can be set in the program
parameters.
|
Created By
|
By default the program fills in the logged person. This value cannot
be changed.
|
| Linked doc. 1 | It is possible
to define or name two
linked documents in the document type
settings.
If you define them (name them), two fields show on the sales order to
enter the name and the date of the linked document (i. e. contract
number, etc). |
| Date | In this field it is the date of Linked document 1. |
| Linked doc. 2 | The entering type and the use are the same as by entering the linked
document 1. |
| Date | In this field it is the date of Linked document
2. |