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Status menu > Email this Purchase Order to Supplier

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> PO status will move to "Sent"

Email

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will be sent to

  1. Any contact on the supplier with a role of type "Logistics"
  2. The Debtor email address (if above not found)
  3. The Company email address (if above not found)


Note

Can send the PO manually with a preview / edit

  • Edit the email and view the pdf attachment before you send it.
  • Email Template = 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

  • Print Template YOURCOMPANYNAMEPurchaseOrder.mrt will be used - if not found then PurchaseOrder.mrt will be used
  • XLS will also be attached with SKU, Barcode and Carton Barcode to each purchase order sent (if xls is attached)
  • All emails sent of purchase orders will BCC to the senderif sender is setup as Company BCC

To set up a From email address for purchase orders sent via the 'Email this Purchase Order to supplier' status menu option:

  1. Admin menu, config, Contact/ID Types
  2. System Key, select Purchasing email
  3. Save (F4)

  1. Admin menu, Your Host Company, More tab
  2. Contact Info, Key, select Purchasing email
  3. Enter From email address in Detail
  4. Save Contact

Status Changes to track progress with suppliers

Change Can also manually change the status to of a PO to keep track of where you are with this POthe 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
  • 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.  

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Updating Supplier Default Price

Info
titleUpdating supplier default price

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

  1. if there is no default supplier as the default supplier
  2. if there is a default supplier - as an alternative supplier

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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.  

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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.

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This can be done multiple times for each purchase order as stock is counted.

Note
titleStock Received Not invoiced Account

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 

  1. 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 

see Purchase Order Variations for more details


Note
titleAverage Cost

Average cost is updated in the following situations

  1. Stock is created from the purchase order
    1. Average cost = total value of stock / total stock
    2. When stock is added by a PO = New average cost = ( Total Value of stock before + Total Value of stock added ) / Total stock qty after new stock added
    3. Where
      1. Total Value of stock before = Stock on Hand x Average cost
      2. Total Value of stock added = new stock being added x cost of this stock
        1. Stock added by Purchase Order may include - see also Pricing when you sell products
          1. Freight cost on the PO to the same supplier
          2. Finance Uplift Charges if using finance to purchase
          3. Landed costs (see Landed Costing )

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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