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Adding a Purchase Order to a Receiving Document

This type of adding is used to monitor the realizaton of purchase orders and to perform controls of how the terms of purchase are being met using data from purchase orders. This will also make it possible to link orders to receiving documents (in the Links tab in purchase orders) and also check receiving by orders.

	The most important factor with this kind of adding is that a purchase order added to a receiving document this way is considered fulfilled (see Fulfilling a Purchase Order.)
	When adding purchase or sales orders to a receiving document, the tax rates are automatically refreshed based on the purchase from method in new document.

To open the window for adding puchase orders, click the Add button in the lines buttons. For a general description of the adding function, see Add.

The Add function makes it easy to add an existing purchase order to a receiving invoice. When you add an order, all information from the order will be copied: information about the supplier, the quantities order, etc.

There are two ways to select movements for adding:

• To add an individual order: Select a single order by typing the number of the desired document. Once the order number has been entered, all remaining information will be entered automatically. All order lines will automatically be marked for adding (will appear in the Lines to Add section.)
• Adding a known range of orders (from order number x to order number y): This is the same as adding a single order, except that lines from multiple orders will be added to the receiving document. Once the order numbers have been entered, all remaining information will be entered automatically. All order lines will be automatically marked for adding (will appear in the Lines to Add panel.) All selected orders must be for the same supplier because they will be added to a single receiving document. If they are not from the same supplier, the program will return an error: Orders can be from a single customer/for a single supplier!
• Adding if the complete document number is unavailable or not know
• Select: 
  • a supplier/consignee and PO ("Purchase Order") in the Type box, or
  • a supplier/consignee and the purchase order document type number. When you do this, the document type will be automatically entered in the Type box.

Once you've found the desired order document, click the Select button in the panel for selecting documents. In this case, none of the order documents that meet the selected criteria (type, supplier, consignee) will be automatically marked for adding. Continue by selecting documents or document lines to add in the Documents and Lines panels. Use the arrow buttons to move documents or document lines to the Lines to Add panel.

If the Show only Undispatched Orders option is selected, only undispatched orders will be available for selection in the Documents and Lines panels.

When orders are selected this way, add them to the invoice by clicking the Add button in the Lines to Add panel (see Add.)

The program will inform you that the process has been completed: Adding Successfull!

Usually, the adding function is used to transfer orders whose validity date is not past due to the Goods module. This is why the program will ask you to confirm the operation before adding an order: Order validity has expired! Do you want to add it anyway? Do you want to add it anyway?

Orders with a past due validity date can only be added by users with the appropriate authorization. If the user doesn't have the appropriate authorization, the program will return an error: You are not authorized for this operation! To add the order, an authorized user must log in to the program.

In the Program Parameters (Settings | Program | Administration Panel | Settings | Program Parameters | Orders), you can specify whether the person responsible, linked document 1, or linked document 2 from the order will be copied to the invoice.

Information about added or any unadded lines can be found in the Adding Statistics tab.

Mulitple orders can be added to a single invoice, however, in this case, they must all be for the same supplier. If the orders are for different suppliers, the program will return an error: Orders can be from a single customer/for a single supplier!

If you would like to add only partial quantities from the order to the receiving document, simply delete lines or change the quantity - you can do this in the receiving document created with adding or in the Lines to Add panel of the adding window.

 When adding orders to documents, another option is available:

If parameter is checked on (True), program will summary lines from chosen orders for one subject and created just one document for one subject.
If parameter is not checked on (False), program will create as many documents as there are different orders.