Creating a purchase order

In PANTHEON, the process of purchasing includes creating a purchase order based on sales orders or stock data (minimum, maximum and optimum), automatically creating purchase orders based on past sales, monitoring partial purchases, analysing demand, and other activities.

Orders can be placed for materials and goods as well as for services. When creating a purchase order, the stock in the selected warehouse does not increase as this document is for information only.

This chapter presents an example of how to create a new purchase order in PANTHEON.

CASE SUMMARY Pat Purchase, Head of Purchasing at Tecta, wants to create a purchase Order document for the supplier Tent Goods EE, Ltd. He wants to create the document from an already created sales order. This is done as follows: Selecting document type Creating a purchase order document from a sales order Checking data in the purchase order header Checking item lines in the purchase order Checking purchase order values and adding a note Printing the purchase order Sending the purchase order to eDocumentation

1. Selecting document type

To start creating a new purchase order, the person responsible must first select the appropriate purchase order document type.

For this purpose, the person responsible opens the menu Orders | Purchase orders and selects 0200 - Purchase Order from the list of document types.

HINT Purchase orders for manufacturing materials are created from a schedule. For an example of creating purchase orders from a schedule, see the chapter Creating purchase orders from a schedule.

2. Creating a purchase order document from a sales order

The person responsible wants to create a purchase order from a sales order.

For this purpose, the person responsible opens the menu Purchase orders | Create purchase orders and selects the tab From sales orders.

The person responsible wants to order goods from the supplier Tent Goods EE, Ltd, so the name "Tent" is entered in the field Primary supplier. The desired supplier is then selected from the drop-down list.

In the section Document types, the person responsible only selects the document type 0100 - Sales order.

In the field Document type of the section Create purchase orders, the document type 0200 - Purchase order is selected.

In the section where the limiting criterion for sales orders by Status is defined, the person responsible checks the checkbox 1 - Created.

After selecting the limiting parameters, the person responsible clicks the button Find and the item lines of the desired sales order, for which the goods will be purchased from the supplier, are displayed.

Clicking the button Create creates a new purchase order document with the same item lines.

The tab Created orders opens with the new purchase order.

Double-clicking on the document opens the newly created purchase order.

HINT There are two additional methods for creating purchase orders. Both are located in the document toolbar. You can create a purchase order by clicking the button Create in the Purchase order. The second method is to add item lines from the sales order to an existing Purchase order using the button Add.

3. Checking data in the purchase order header

The data on Supplier and Carrier from the selected sales order has been transferred to the newly created purchase order.

The remaining data in the document header is automatically transferred from the Subjects register.

The person responsible checks the data and enters the Date and the Linked document. In this case, the date 3.5.2022 and the number 1234 of the linked document are entered.

The person responsible then checks the item lines.

4. Checking item lines in the purchase order

From the sales order, the desired items, quantities and warehouse have been transferred to the purchase order's Lines, as shown in the image below.

The prices for the ordered items, specifically supplier's prices, which can be accessed in the tab Costing/pricing, are transferred from the Items register.

The person responsible then checks the data, reviews the value of the order and adds a note.

HINT Linked documents are listed in the tab Links. For more information about links, see the chapter Links.

5. Checking sales order values and adding a note

In the value bar, the person responsible checks the Sum value of the order, the value of the VAT and the value of potential Discount.

In this case, the person responsible sees that the purchase order value is appropriate. Then, the person responsible adds a note to the order, which is manually entered in the blank field Note on the document.

The note is also displayed on the order report.

6. Printing the purchase order

To easily visualize the created purchase order, the person responsible prints it.

This is done by clicking the button Order in the value bar.

Because the person responsible wants to print a specific type of purchase order report, the person responsible right-clicks the above button and selects the type 096 - Print order from the list.

This opens a preview of the desired report for the order document. By clicking the toolbar button (Print), the person responsible prints the document for review.

7. Sending the purchase order to eDocumentation

The person responsible wants to send the purchase order to the eDocumentation and to the supplier for confirmation.

On the created order, the person responsible clicks the toolbar button (Import/export data) and selects the menu option Export Document as eDocument.

The window Export document as eDocument opens.

In the field Eslog type of the document header, Eslog 2.0 is selected from the drop-down list.

By default, the checkboxes for sending the order document to eDocumentation, exporting the document in the PDF format and exporting the XML and envelope required for sending the order through bizBox are checked.

The person responsible clicks the button Create to export the purchase order document to the documentation.

The window Documents opens showing the newly created document. In the tab Files, the created documents are displayed.

The person responsible wants to send the order to the supplier for confirmation using bizBox.

In the Documents toolbar, the person responsible clicks the button (Import/export data) and selects the menu option Send to bizBox.

This completes the process of creating a purchase order document.