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The Purchase Reports dashboard highlights all items that require action .- note the legend at the bottom for details
Filter based on the role in the business to see the purchase orders that require action by that role.
Right click to open the related documents.
- Only shows the PO's that require action
- Brand is the predominant Brand on the PO
- If PO is being sent direct to the customer it will have the "DropShip Customer" column details including related Sales order
Drop Ship Purchase Orders (supplier sends directly to customer or printer)
Drop ship purchase orders have a delivery address that is not your address
- It could be a customers address
- It could be an address of supplier that changes it (eg prints onto a cup or makes soup from ingredients)
- It could be the address of a franchisee (when the PO has been placed by a Franchisor for direct shipment to franchisee)
If you do not want your suppliers to know your end customers addresses - then arrange the freight booking for a drop ship purchase order - the supplier documents will NOT include the address to be delivered to - it will only have the courier booking information.
Email of the PO Reports
Purchase Order report emails with summary information from the above are sent to users with any of:
- Secure Features#ReceivePurchaseOrderReport
- Secure Features#ReceivePurchaseOrderReportAllBranches
- Secure Features#ReceivePurchaseOrderOverdueReport
- Secure Features#ReceivePurchaseOrderWarehouseReport
Payments - timing of deposits and final payments
When suppliers expect deposits before starting work and final payment before releasing goods it is important to understand the cashflow implications and have a view of the timings of those
Can be viewed for next 8 weeks or for next 6 months. Summarised by currency with a total cumulative requirement in Host Company base currency.
Setting payment timings on a purchase order - if this is not set the calculation uses warehouse reciept + Terms
Note defaults can be set on the supplier
To enter deposit payments on Purchase Orders - see Purchase Order from PO to Goods Receipt#PurchaseOrderDeposits
Goods Received not Invoiced Account
Used to confirm the movements in the Goods Received Not Invoice Account (or landed cost accounts).
- Stock Receipt Journals
- Creditor invoices
Has one line for each Purchase Order
Shows all transactions, Opening balance, difference, closing balance
Purchase orders are always stock receipted before being invoiced. Proforma invoices are not journals.
Differences commonly occur when the PO has been received but not invoiced
- the invoiced quantity is different to the counted qty
- The receipt value is different to the invoice value
- see Purchase Order Variations
Move Orders
Move orders move stock from one warehouse to another. Examples include own warehouses and other places (like customers) where owned stock exists.
A Purchase Order that purchases stock for multiple warehouses - will create move orders when receipted to move stock from the receiving warehouse to the other warehouses.
This report shows all Move Orders that require attention - or have missing details
Managing Shipments - International Purchase Orders
This dashboard tracks key dates and required documents. Note that confirmed date column is the latest confirmed date of the dates that are tracked on the PO.
International Purchase orders have key dates to meet and require specific documentation at key times
- Proforma Invoice (supplied in advance of stock receipt and used by Customs)
- Bill of Lading
- Packing List
- Packing Declaration
Documents attached to a PO
Documents can be attached anytime to a Purchase Order - if they are missing when require then they show in the list
Some SKU's require additional certifying documents to be provided with each purchase order - some examples
- Fumigation - common with wood or outdoor furniture products
- Veterinary Health - common for products for pets
- TGA-ARTG (Australian Register of Therapeutic Goods) inspection
- Refrigerant check
Documents required with every shipment by SKU
This is where to indicate which SKU;s require documents with every shipment.
Expiring Certifications
It is also important to highlight any certifications on any SKU that will expiry in the next 12 months - eg
- Electrical Certifications
Viewing products on order and the % paid by product
The Purchase Reports view has a view of all purchase order lines in the system
