Non-Stock Purchase Order

Used to purchase non-stocked items from suppliers, i.e. items that are not managed in our inventory

Used to purchase non-stocked items from suppliers, i.e. items that are not managed in our inventory

To receive items use Simple Non-stock Receipt
For a filtered list of Purchase Orders and Non-stock Purchase Orders use Purchase Order Register
Purchasing Menu items list is Purchase Menu

Enter a Supplier or Contact using Search
Ensure that Ship To has the Warehouse that you wish to purchase for
Enter your items
1. Enter the name or description of the item to be purchased
2. Enter the Quantity to be purchased
3. The General Ledger account that each item is to be charged to must be entered before the Purchase Order can be Received
4. Save the line using the button at the right of the form
  1. If you have not previously saved this will save the Purchase order. To add another line click the Clear button to the right of the form
Once completed Save using the button on the bottom LHS of screen
Use the status pulldown on the general tab to move to the next Purchase Order Status

You can find Purchase orders using:

Purchase Order Register provides a list of purchase orders filtered by date
Put the supplier into the form using Supplier or Contact Field Search
- Enter the first letter into the PO Number field and Tab out - this will provide a list of all the purchase orders for that supplier
Put the purchase order number into the PO Number field and Search

Status provides current status
Log or Financial Tab provides a history of changes to status and also links to invoices, payments etc
Changes to Audit Tracked Fields can be seen through Audit Log

This holds high level information about the Purchase order

PO Number is the purchase order number
- When the screen is first opened "auto" is displayed indicating that a number will be auto-created when a save is done
- Search in this field using F3 or SHIFT.F3
Title or Brief is a brief name for the PO
Notes at the purchase order header level
Total is the total value of the Purchase Order
Status button provides access to the next actions that are possible for the Purchase Order.
- The available statuses will depend on the purchase order flow for your business.
- Adjacent fields show
  - Status of Purchase Order
  - Status of Invoice
  - Last Status update date, time and user stamp
Expected delivery date of order
Number of Days until expected delivery
Ship To shows the warehouse that the order is expected to be delivered to.
Email Template to use to send the Purchase order to the supplier. Setup Email Templates using Purchase Order System Usage - see Email Templates
Supplier or Contact details and associated search shows the details of the supplier including Name, address, phone numbers, payment terms and currency.
Created - shows the date, time and user who first created this purchase order

This area has a list of items available in the grid - when you double click on an item it is populated into the lines above

Item - Name or description of the item
Qty that are to be purchased
Unit Price (in AUD)
Value Qty x Unit Price
Notes - to track notes against each line
GL Acct - the General Ladger account that this item will be charged to. This must be entered for all items on a non-stock purchase order before the order can be Received
FC Price Unit Price in a Foreign Currency - the Unit Price can be recalculated using the current exchange rate by choosing the Status menu option "Recalculate local currency unit price"
ETA = expected date of arrival

Shows the financial transactions and the audit trails of changes.

The journals that have been related to this purchase, order examples include

shows the changes to status and other tracked changes to the purchase order with date+time, user and system generated notes

Audit tracking displays changes to any fields that have audit tracking turned on. To see which fields have audit tracking turned on use Audit Log

Audit tracking does not track first creation of the field - just changes.

To review all changes to audit tracked fields made by users go to Audit Log