1. Document type

First, choose the type of document you wish to use to create a purchase orders. In the Orders -> Purchase orders -> choose or click on the desired document.

You can also choose a document by clicking on a shortcut - the button can be set in the toolbar.

2. Creating new document

In the taskbar click on the New Record button. This will open a new document that will be used to create a purchase order.

Because the program always sets itself to the last document created, you must click the New record button after choosing a document type when you wish to create a new document. A new document opens, ready to enter data.

3. Data entry

3.1. Data about a Supplier or Third Party

First, enter the supplier or third party. When you enter the Supplier, this information also appears in the Carrier field. If the supplier and the third party are not the same, the Carrier field must be adjusted. The names of both fields (Supplier, Carrier) can be set in the Document Types settings.

You enter the subject's name in the Supplier or Third party by typing first letters of the subjects name you wish to enter. A lookup list of Subjects opens previously entered in the Subject register.

Subjects can be found by using Find Subject (Ctrl+S) function.

Find Subject - if you click the Find Subject button a special lookup window opens. With this form you can search subjects by one criterion or combination of criteria in a simplified way.

If you would like to enter a subject not yet listed in the Subjects register, open the Subjects register by clicking the Find Subject button. You may now enter a new subject.

If the subject you wish to enter is not in the Subjects register, you must first enter it. Use the  New record button to open the Subjects register and enter a new subject.

3.2. Document Numbers and Dates, Confirming a Document

The program automatically generates document numbers. A number is made up of a two digit code for the year, a code for the type of document (identical to that found in the document types), and a series of question marks, which the program will automatically change into a serial number once the document has been confirmed. You can set the length of the document number format Administration Panel.

Enter the date. Dates can be manually entered in the Date field, or selected from a calendar, which will appear if you click on the drop down arrow.

Status of an order. Each order can have any number of statuses, which can affect: available stock, limit control and finished (see Document types - Orders).
The program has already three predefined statuses, you can set more:

• Created - information for a customer and does not affect available stock. If the limit control is approved, the value of this order does not include in the value of approved limit, regardless to the control in the program parameters.
• Confirmed - the order is binding for both (Customer and supplier), it is included in the available stock and also in the approved limit, if so defined in the settings of the program parameters.
• Finished - used in orders that are not completely dispatched, the non-dispatched quantity is reversed. These orders do not affect available stock and are not included in the value of approved limit. The program will use this data in sales order reports and when adding orders to documents. 

Once a document has been created, it can be approved by checking the box. The document is now ready for further processing in the general ledger and tax records. By setting authorizations you can prevent other users from altering approved documents.

3.3. Data in the Document Header

Choose a Department from the Subjects register (the same way you selected a supplier or third party); you can also set a default department in the Document Types. The department entered in the header will automatically appear in the document's lines. To enter a department is not mandatory.

Data to fields Purchase From, Currency, Days to pay, Deliver by, Text, Deliver via, Terms, Place and Payment method transfer from the Subjects register.

Enter in the Linked Doc. 1 or Linked Doc. 2 fields the number and date of documents linked to the purchase order you are creating. Linked Document 1 and 2 are available only if previously set in the Document Types. However, if Document 1 and 2 are not set in the document types they do not appear in orders.

In the Responsible Person and Clerk fields, enter a Responsible Person and a Clerk for the document.

3.4. Destination Warehouse

The Destination Warehouse constitutes a very important piece of information within the document. This is where you designate the warehouse which will receive the goods and materials in question. A default receiving warehouse can be set in the Document Types, and can be altered or changed in the order.

Magnifying glass - if you click the magnifying glass a special lookup window opens. In this window you can search and sort entered record by name and warehouse. You need to previously enter warehouse data to the Subjects register.

4. Entering lines

Using the mouse, click on the Item or Name field, depending on whether you wish to search by line or by name. Items can be found by item or by name by typing the first letters of the item or name you wish to find. The program will automatically generate a list of items based on items previously entered in the Items register.

Items can be found by using the Find Item (Ctrl+F) function.

If the item you wish to enter is not yet entered in the Item Settings, you must first enter it. Open the Items register by double clicking the Item ID or Description field to enter a new item.

When you have selected the desired item, enter the quantity in the Quantity column. All other information will be automatically entered by the program on the basis of parameters entered in the Items register, or will be calculated. Of course, you can also change the specific parameters of individual lines.

Use the  key to move between columns and the      cursor key to move to a new row.

5. Value section

5.1. Document note

Double click the Document Note field to enter notes. Text entered here will appear on the printout of the purchase order.

5.2. Values

Fields marked in grey are automatically calculated by the program and cannot be changed.

6. Order report

When you have created an order, you can print it by clicking the Order button. By default the latest form of the order will be printed.

You can print another report with a right click on the Order button and choose the desired report: