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For non-stock purchasing use Non-Stock Purchase Order
Sales Order at Risk Report
When Purchase Orders are Delayed - it is important to contact Wholesale Customers to modify their orders.
This report provides a
- List of sales orders indicating the number of order lines that are at risk
- The ability to open the product forecasting screen to view expected stock levels including inbound purchase orders
An email of the XLS will be sent to users at 1pm each day with secure feature Secure Features#ReceiveMarketplaceOrdersReport
Purchase Order Flow
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- Manually - see below
- Upload of XLS sheet to Purchase order screen (commonly used if your warehouse holds 3PL stock with non EDI customer or on cutover) - 32965465
- From Sales Based Forecasting Screen - Product Forecasting Based on Sales History
- From Daily Purchasing Requirements Screen - Daily Purchase Order
- From a Drop Ship Sales Order Line see Drop Shipments - supplier sends direct to customer
- From Franchisor Replenishment Dashboard see Retail and Warehouse Stock Replenishment
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When a Franchisee creates a Purchase Order to their Franchisor - when the Status moves to "Sent" a mirror Sales Order is created in the Franchisor. A Franchisor can also create a Sales Order to a Franchisee - and when Authorised a mirror PO will be created in the Franchisee that will be used for receipting the goods Regardless of how a Sales Order from a Franchisor to a Franchisee is created - when the Sales Order in the Franchisor creates a Debtor invoice - a mirror Creditor invoice linked to the PO in the Franchisee will be immediately created. Purchase Order lines can also be updated by xls import.
Items that are only sold as JIT assembly can also be purchased using the JIT SKU. The stock receipt will list the kit components to be counted. |
Add Supplier - some fields will pre-populate
Supplier related limits
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The Filter items by supplier flag will make a smaller list when doing item searches
ETA for the lines will only have a value if different to the ETA on the header of the PO. You can update the ETA of a line from the PO screen |
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When a supplier that is setup as a FX supplier - then the FX amounts will show
If a FX PO has GST an alert will showNormally FX PO's should not be subject to GST. If you have created one and it is incorrect then
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Checking recent purchase prices across suppliers
When negotiating with suppliers and prices rapidly change it is useful to have a view of recent prices
Note that the values are the last date for any Supplier + Price combination
Add multiple lines to the Purchase Order
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When the supplier is not one of the suppliers listed on the Article with a default buy price then the default buy price for the default supplier will default. In this example the default supplier has a default buy price of $10 in AUD - the FX supplier we chose did NOT have a default buy price. If the default supplier is a Foreign Currency Supplier then the default buy price will be in the foreign currency.
A warning will show when no buy price is found for the supplier.
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Add attachments to the purchase order
Example shipping documents, supplier documents etc - see Useful things to know
Note that international purchase orders have a list of standard documents expected if they have a ship from port and ship to port - see Purchase Reports Dashboard#ManagingShipments-InternationalPurchaseOrders
Add Freight Charges to the Purchase Order
When a purchase order supplier also charges freight - add it to the purchase order.
Freight will be in the same currency as the creditor and FX currency will show adjacent to the field
Send the Purchase Order documents and track correspondence
See Correspondence explained and Email Templates
Status menu > Email this Purchase Order to Supplier
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Email Templates will open and allow you to edit the email and view the pdf attachment before you send it. System usage "Manual" and System Context "Purchase Order" In order to print the Purchase Order when in Plan Status you will need the Secure Feature "Can Authorise Purchase Orders" If you want to attach a PDF of the purchase order
To set up a From email address for purchase orders sent via the 'Email this Purchase Order to supplier' status menu option:
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Status Changes to track progress with suppliers
Change the status to keep track of where you are with this PO
- Planning - internal planning only and still being adjusted
- Plan - has been planned and is expected quantity
- Sent - has been sent to supplier
- Confirmed - quantities have been confirmed by supplier
- After status confirmed > changes to lines are tracked.
- so if the purchase order status is moved back to unconfirmed then plan and lines are added or removed - an audit trail exists
- After status confirmed > changes to lines are tracked.
- Departed Supplier - supplier notifies they have shipped
Confirm Expected Date (and other key dates)
Use the Status Menu to lock the expected date - so you know it has been confirmed.
It can be unlocked at any time to be updated by using the status menu again - A log entry is written for the lock and the unlock process.
The shipments dashboard will indicate if dates have not been confirmed and are approaching
Users are warned if dates are not in the following sequence
- Confirmed date
- Production Start Date
- Supplier Departure EXW
- Port Departure ETD
- Port Arrival ETA
- Delivery ETA
Purchasing stock requirements for Multiple warehouses (move orders after receipt)
A single purchase order may have requirements for multiple warehouses - this can be managed manually or created via Product Forecasting Based on Sales History
Warehouse to Warehouse Stock Move Orders will be created to manage stock moves.
Review the distribution tab if the stock is being sent to other warehouses when it arrives
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If you change the quantity on the purchase order line - the mismatch will show and need updating so all stock has a warehouse it is intended for |
Once all the purchase order lines have been counted the system will create the required inter warehouse move orders
International Shipping Tracking and required actions
Where you use a shipping company you can import the details across all your international PO's. o import from a shipping company the shipping updates the columns required are:
- Order, Supplier Invoice, ex Factory date, Load port code, discharge port code, ETD, ETA at port, Est Delivered date, Arrival Vessel
Shipping is updated on the PO screen
Standard documents are required to be attached to international Purchase Orders - if they are missing they are listed as missing on the Managing Shipments Report
Managing Shipping Containers
On the purchase order you can track the shipping details
Finding Containers using search
Enter a partial match to the container name and click on the binoculars
All matches (and partials) will be listed and double click on the PO you want
Multiple shipping containers
It gets more interesting when the PO is across multiple shipping containers - because normally the local transport wants to drop and pick up in a single journey - so want you to tell them which container to bring first (and they then book the pickup times at the port). To decide which container to bring first you will want to know which container is carrying which products
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Link the PO line to a container
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Container #'s can be cleared if required |
Split lines across containers
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Splitting items between Containers:
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Count receipt by container
The when a container arrives - filter the PO by the container and do the counts. These will be added to stock and the PO will remain open waiting for the next container
Exploding JIT kits:
- Kits are exploded when the PO is marked as Received.
- A line will be added for each different component of a kit.
- The Ordered quantity of the component will be the Ordered quantity of the kit multiplied by the number of that component in each kit.
- If the kit has been split between containers it might not have an Ordered quantity so neither will the component.
- The Shipped quantity of the component will be set to the Shipped quantity of the kit, if any, multiplied by the number of that component in each kit.
- The component will have a setting of Not Billable.
- The component will have a zero price and value.
- The kit will have a setting of Exploded.
Landed Costing Estimates
There are two methods you can use for landed cost
Complex Landed Costs - Where landed costs are expected to be invoiced some time after the stock is in store (or sold) use the estimated landed cost capability. Use this method to allow the stock cost to reflect your expected costs and be updated later when the actuals come in. See Landed Costing for complete details
Simple Landed Costs - If not using estimates - you can use simple landed costing after the PO has been receipted. see Simple Landed Costing
JIT Kits can use both simple and complex landed cost calculations.
Building a landed cost estimate (complex landed cost required before stock receipt)
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Enter details into the estimate
Note that multiple charges or actuals can be entered. See Landed Costing for complete details for example using actuals before stock arrives
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Can enter foreign currency amounts for both estimates and actuals. They will resolve to Host Company currency equivalents. |
Review the calculations
When ready set it ready to use.
Purchase Order Deposits
Any purchase order may have a deposit recorded. Use the Payments section to enter how you expect the deposit / final payment to be split.
Any number of deposits may be paid on a single purchase order. The amount of the deposit is added as a credit to the final invoice amount.
A creditor may have default payment terms
Entering a PO Deposit Payment
FX suppliers will have an FX value and FX rate to enter
Creates a Creditor Prompt Payment (Payment without Invoice)
Balance required to be paid
Foreign Currency Purchase Order Deposit Payments
Note after the first deposit - any number of deposits can be added to the PO and the paid amount will reflect the total value
Cancelling lines on a Purchase Order
Right click to cancel a line on the Purchase order > the cancelled line will still be on the purchase order however it will no longer be visible
- A log entry will be added to the PO log
- Note - if a complex landed cost exists AND manual costs have been associated to the line THEN the line cannot be cancelled until these have been removed
Re-instating a cancelled line
- Use the SKU to recall the line on the PO and press save on the line
- this will change the line status from "Cancelled" to "Plan" and the line will again be visible
- Note - Cancelled lines on Drop Ship Purchase orders CANNOT be re-instated due to requirement to re-instate the line on the sales order
Add attachments to the purchase order
Example shipping documents, supplier documents etc - see Useful things to know
Note that international purchase orders have a list of standard documents expected if they have a ship from port and ship to port - see Purchase Reports Dashboard#ManagingShipments-InternationalPurchaseOrders
Add Freight Charges to the Purchase Order
When a purchase order supplier also charges freight - add it to the purchase order.
Freight will be in the same currency as the creditor and FX currency will show adjacent to the field
Add Additional Charges to the Purchase Order
When a supplier charges additional charges there are two possible approaches
- Use landed costing to associate the charges to the stock cost > in this case a separate invoice (linked to the PO if you want) will be required
- Consider the costs to be expenses and not absorb them in product cost > in this case a SERVICE can be added as a purchase order line at any time up to status "Invoiced"
Send the Purchase Order documents and track correspondence
See Correspondence explained and Email Templates
Status menu > Email this Purchase Order to Supplier > PO status will move to "Sent"
Email will be sent to
- Any contact on the supplier with a role of type "Logistics"
- The Debtor email address (if above not found)
- The Company email address (if above not found)
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Can send the PO manually with a preview / edit
In order to print the Purchase Order when in Plan Status you will need the Secure Feature "Can Authorise Purchase Orders" If you want to attach a PDF of the purchase order
To set up a From email address for purchase orders sent via the 'Email this Purchase Order to supplier' status menu option:
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Status Changes to track progress with suppliers
Can also manually change the status of a PO to keep track of where you are with the supplier.
- Planning - internal planning only and still being adjusted
- Plan - has been planned and is expected quantity
- Sent - has been sent to supplier
- Confirmed - quantities have been confirmed by supplier
- After status confirmed > changes to lines are tracked.
- so if the purchase order status is moved back to unconfirmed then plan and lines are added or removed - an audit trail exists
- After status confirmed > changes to lines are tracked.
- Departed Supplier - supplier notifies they have shipped
Updating Supplier Default Price
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Products that suppliers change price of frequently are easily updated from a PO after confirmed status Right click (can multi-select lines) to update the supplier default price to be the PO price If the supplier is not already on the SKU then it will be added
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Confirm Expected Date (and other key dates)
Use the Status Menu to lock the expected date - so you know it has been confirmed.
It can be unlocked at any time to be updated by using the status menu again - A log entry is written for the lock and the unlock process.
The shipments dashboard will indicate if dates have not been confirmed and are approaching
Users are warned if dates are not in the following sequence
- Confirmed date
- Production Start Date
- Supplier Departure EXW
- Port Departure ETD
- Port Arrival ETA
- Delivery ETA
Purchasing stock requirements for Multiple warehouses (move orders after receipt)
A single purchase order may have requirements for multiple warehouses - this can be managed manually or created via Product Forecasting Based on Sales History
Warehouse to Warehouse Stock Move Orders will be created to manage stock moves.
Review the distribution tab if the stock is being sent to other warehouses when it arrives
| Note |
|---|
If you change the quantity on the purchase order line - the mismatch will show and need updating so all stock has a warehouse it is intended for |
Once all the purchase order lines have been counted the system will create the required inter warehouse move orders
International Shipping Tracking and required actions
Where you use a shipping company you can import the details across all your international PO's. o import from a shipping company the shipping updates the columns required are:
- Order, Supplier Invoice, ex Factory date, Load port code, discharge port code, ETD, ETA at port, Est Delivered date, Arrival Vessel
Shipping is updated on the PO screen
Standard documents are required to be attached to international Purchase Orders - if they are missing they are listed as missing on the Managing Shipments Report
Managing Shipping Containers
On the purchase order you can track the shipping details
Finding Containers using search
Enter a partial match to the container name and click on the binoculars
All matches (and partials) will be listed and double click on the PO you want
Multiple shipping containers
It gets more interesting when the PO is across multiple shipping containers - because normally the local transport wants to drop and pick up in a single journey - so want you to tell them which container to bring first (and they then book the pickup times at the port). To decide which container to bring first you will want to know which container is carrying which products
| Note |
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Link the PO line to a container
| Note |
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Container #'s can be cleared if required |
Split lines across containers
| Note |
|---|
Splitting items between Containers:
|
Count receipt by container
The when a container arrives - filter the PO by the container and do the counts. These will be added to stock and the PO will remain open waiting for the next container
Exploding JIT kits:
- Kits are exploded when the PO is marked as Received.
- A line will be added for each different component of a kit.
- The Ordered quantity of the component will be the Ordered quantity of the kit multiplied by the number of that component in each kit.
- If the kit has been split between containers it might not have an Ordered quantity so neither will the component.
- The Shipped quantity of the component will be set to the Shipped quantity of the kit, if any, multiplied by the number of that component in each kit.
- The component will have a setting of Not Billable.
- The component will have a zero price and value.
- The kit will have a setting of Exploded.
Landed Costing Estimates
There are two methods you can use for landed cost
Complex Landed Costs - Where landed costs are expected to be invoiced some time after the stock is in store (or sold) use the estimated landed cost capability. Use this method to allow the stock cost to reflect your expected costs and be updated later when the actuals come in. See Landed Costing for complete details
Simple Landed Costs - If not using estimates - you can use simple landed costing after the PO has been receipted. see Simple Landed Costing
JIT Kits can use both simple and complex landed cost calculations.
Building a landed cost estimate (complex landed cost required before stock receipt)
| Note |
|---|
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Enter details into the estimate
Note that multiple charges or actuals can be entered. See Landed Costing for complete details for example using actuals before stock arrives
| Note |
|---|
Can enter foreign currency amounts for both estimates and actuals. They will resolve to Host Company currency equivalents. |
Review the calculations
When ready set it ready to use.
Purchase Order Deposits
Any purchase order may have a deposit recorded. Use the Payments section to enter how you expect the deposit / final payment to be split.
Any number of deposits may be paid on a single purchase order. The amount of the deposit is added as a credit to the final invoice amount.
A creditor may have default payment terms
Entering a PO Deposit Payment
FX suppliers will have an FX value and FX rate to enter
Creates a Creditor Prompt Payment (Payment without Invoice)
Balance required to be paid
Foreign Currency Purchase Order Deposit Payments
Note after the first deposit - any number of deposits can be added to the PO and the paid amount will reflect the total value
The deposits paid reduce the final invoice amount to be paid
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- If a PO line has been invoiced in a partial invoice then 'Invoiced' will show in the Settings column of the PO form Order Lines grid and 'YES' will show in the Invoiced column of the Standard Stock Receipt grid.
- The Invoiced column will not show unless the supplier of the PO has 'Allow PO partial invoice' ticked.
- If the PO being partially invoiced has a Delivery charge then
- this will be on the first supplier invoice created.
- If the PO being partially invoiced has a Delivery charge then this will be apportioned to the PO lines by value calculated as ordered quantity x price.
- If there is less stock than the ordered quantity at the time that the PO line is received then only a proportion of the delivery charge will be allocated to the stock asset account.
- The average cost of the article will be recalculated to include the allocated delivery charge.
- Status menu option 'Create a partial invoice, of lines with Inv Qty, in Counted status, but not invoiced'.
- Similar to 'Create a partial invoice, of lines in Counted status but not invoiced' but it will not invoice using the Counted quantity if no Invoice quantity is entered.
- 'Part invoice total' will show in place of 'Invoice total' at top of Ship/Invoice Qty tab.
- Shows total of items in Counted status, with an Invoice quantity and not yet invoiced, i.e. the total that would be invoiced by the 'Create a partial invoice, of lines with Inv Qty, in Counted status, but not invoiced' status menu option.
Process All Counted Lines in Plan Status to Create Stock (updates Average cost )
This can be done multiple times for each purchase order as stock is counted.
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The Stock Receipt Journal will update the "Goods Received not Invoiced" GL Account and the "Stock on Hand" Control Account from from GL Control Accounts
- If an item ordered on a drop-ship via warehouse PO is GST inclusive then the franchisee buy price is the franchisor default sell price minus the tax
When the Creditor invoice is created the journal will update the "Goods Received not invoiced" GL account and the Trade Creditors GL Account from GL Control Accounts
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- Shows total of items in Counted status, with an Invoice quantity and not yet invoiced, i.e. the total that would be invoiced by the 'Create a partial invoice, of lines with Inv Qty, in Counted status, but not invoiced' status menu option.
Process All Counted Lines in Plan Status to Create Stock (updates Average cost )
This can be done multiple times for each purchase order as stock is counted.
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The Stock Receipt Journal will update the "Goods Received not Invoiced" GL Account and the "Stock on Hand" Control Account from from GL Control Accounts
When the Creditor invoice is created the journal will update the "Goods Received not invoiced" GL account and the Trade Creditors GL Account from GL Control Accounts see Purchase Order Variations for more details |
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Average cost is updated in the following situations
Average cost may also be updated manually by a user with Authority directly on the SKU and this will create the required corresponding stock revaluation journals. |
When the PO is ready to invoice any discrepancies in counted vs ordered quantity are prompted for action
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Invoiced Quantities from the supplier need to be entered before the purchase order can be Invoiced or Closed Invoiced amounts can be entered before or after the stock has been counted and put away A Received Purchase Order that has not been Invoiced or Closed will be highlighted on the purchase order reports Multiple invoices on a Purchase Ordercan be created per purchase order if the supplier has "Allow PO Partial Invoice" ticked. Choose "Create partial invoice" and an invoice will be created for only those lines with an invoice quantity that have not already been invoiced. These purchase orders can end up with many lines and many invoices. When entering new invoices it is helpful to hide those lines that have (1) already been invoiced and (2) an invoice quantity has been entered (even if not yet invoiced) No invoiced lines hidden
Invoiced lines hidden
Lines with an invoice quantity hidden
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Anytime - can enter the supplier invoice number and supplier invoice date.
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If supplier has "Allow PO Partial Invoice" ticked then the PO will only become closed and invoiced once all lines have been invoiced.
PO Deposit overpayment:
When creating an invoice for a Purchase Order,
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Creditor - view of deposits
Creditor > Supplier Deposits
PO Deposit - convert to a credit note
Creditor Prompt Payment form
if sub type id Order Deposit and deposit is not linked to an invoice:
If deposit is linked to a PO then the link must be cleared before the deposit can be cleared.
If not linked to a PO then show an option to convert the PO deposit to a creditor credit note.
If selected then open a creditor credit note with fields pre-filled.
User must Save.
Deposit will be reversed when credit note is saved.
Creditor Credit Note - ability to convert to a supplier deposit
Creditor Credit Note, Action menu:
If credit note has allocations then show a message to remove the allocations before converting to a PO deposit.
If no allocations then show an option to convert credit note to a PO deposit.
If selected, open a PO deposit form with fields pre-filled.
User must link to a PO and Save.
Order must be a purchase order, not cancelled, closed or invoiced.
Credit note will be reversed when PO deposit is saved.
PO Deposit - convert to a credit note
Creditor Prompt Payment form
if sub type id Order Deposit and deposit is not linked to an invoice:
If deposit is linked to a PO then the link must be cleared before the deposit can be cleared.
If not linked to a PO then show an option to convert the PO deposit to a creditor credit note.
If selected then open a creditor credit note with fields pre-filled.
User must Save.
Deposit will be reversed when credit note is saved.
PO and Sales Order Deposits can be reversed
Allow debtor and creditor prompt payments to be reversed.
Reverse Creates a general journal.
When reversing a foreign currency journal ensure that the foreign currency amount is allocated between the journals
Simple landed costing - after items received into warehouse
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