Creating a new order

This chapter demonstrates how to create a new purchase order. Purchase orders are created in the Orders/offers module. Orders can be created for both goods and services. When creating purchase orders, the stock in the selected warehouse will not increase, as the document is only informative in nature.

HINT For more information about creating a new order, see the chapter New order in the technical guide.

CASE SUMMARY Based on the received offer, the person responsible wishes to create an order of 10 pieces of item INDIAN TENT 1 for supplier JUKI Sewing Machines Ltd. This is done by creating a new purchase order document. Into the form, the person responsible enters data about the supplier, lines, adds a note and checks the value of the preliminary invoice. In the end, the person responsible prints the preliminary invoice. This is done as follows: Opening the New order window Entering data into the document header Entering general data Entering document lines Adding a note to the document Printing the document

1 Opening the New order window

The person responsible wishes to create an order for supplier JUKI Sewing Machines Ltd. for INDIAN TENT 1.

To do so, the person responsible selects the Orders/offers module in the main menu, then the New order submodule.

An empty form for entering data is opened.

2. Entering data into the document header

In the Document type field located in the header, the person responsible selects a document type from the drop-down list. The person responsible is choosing among preset document types of purchase orders.

In this case, the person responsible selects document type 0200 - Purchase order.

In the Supplier field, the person responsible selects a supplier from the drop-down list of the subjects in the Subjects register.

HINT For more information about adding a new subject into the register, see the chapter Creating a new subject in the technical guide.

In this case, the person responsible chooses the supplier JUKI Sewing Machines Ltd.

HINT You can search suppliers by name or tax number.

In general, data about the Warehouse is not mandatory and you don’t need to enter it. However, if you want to transfer data to an issued invoice or a packing slip, you have to select the warehouse. If not, the program will issue a warning message. Warehouse can be also set in Document Types register as mendatory field.
A new successive Order no. is created.

3. Entering general data

After entering the main data into the header, the person responsible enters general data.

The person responsible selects the General tab on the right side of the New order window.

HINT General data can be shown or hidden by clicking the (Show/Hide) arrow.

Into the Validity field, the person responsible enters the number of days the order is valid, or validity date: 18.03.2023.

Into the Delivery date, the person responsible enters the delivery date: 20.03.2023.

In the Department field, the person responsible selects the Wholesale department.

In the Person resp./Cashier, the person responsible selects: Pat Purchase.

WARNING Before moving on, check all the data in the General tab and complete it if necessary.

4 Entering document lines

After entering general data, the person responsible enters the order lines.

HINT The person responsible can search items by ID, name, or supplier ID. Data can be entered manually or selected from the drop-down list in the Items register.

The person responsible adds items by entering the name.

To order item INDIAN TENT 1, the person responsible enters name: Indian into the Add item field and selects the correct item.

The person responsible enters the number 10 into the Quantity field.

The person responsible checks the Price field, which is automatically populated with the value from the Items register.

Into the Discount % field, the person responsible enters a 30% discount.

HINT You can move between the item fields with the Tab key. By clicking the + button or pressing the Enter key, the item is moved into the line.

By clicking the (Add line item) button, the new element is added.

After entering all the lines, the person responsible checks the Amount due for the order at the bottom of the window and clicks the Save button.

5 Adding a note to the document

The person responsible wishes to add a note to a line.

On the right side of the first line, the person responsible selects the (Note) icon. A new window for entering notes is opened.

The person responsible enters: Successive delivery, and saves the note by clicking the Save button. The bubble turns orange.

HINT To add a note to the entire document, click the icon, located in the lower part of the form.

6 Printing the document

The person responsible wants a visualisation of the order.

By clicking the arrow in the window toolbar, a drop-down list appears, where the person responsible selects the printing type.

The person responsible selects 09 - Print order - abroad.

Selecting the report opens a visualisation of the document in a new tab. The person responsible prints the document with a connected printer.