Non-Stock Purchase Order

Overview

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

• To receive items use Simple Non-stock Receipt
• For a filt..."

Overview

Used to purchase non-stocked items from suppliers, i.e. items that are not managed in Expanz 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 Process Map#Purchase (Purchase)

How to use the Purchase Order screen

To Raise a Purchase Order

1. Enter a '''Supplier or Contact''' using Search
2. Ensure that Ship To has the Warehouse that you wish to purchase for
3. 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
4. Once completed '''Save''' using the button on the bottom LHS of screen
5. Use the status pulldown on the general tab to move to the next Purchase Order Status

To Review a Purchase Order

You can find Purchase orders using:

• Purchase Order Register provides a list of purchase orders fitered 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

Where to look

• '''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

General tab

This holds high level information about the Purchase order

• '''PO Number''' is the purchase order number
  • When the screen is first opened <nowiki>auto< or nowiki> 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
• '''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 h4.Items
  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

Log or Financial tab

Shows the financial transactions and the audit trails of changes. h4.Journal Area
The journals that have been related to this purchase, order examples include

• Creditor Invoice h4.History Area
  shows the changes to status and other tracked changes to the purchase order with date+time, user and system generated notes

Audit Tracking

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.

• Field is the field that was changed
• Old Value
• New Value
• Who is the user login that made the change
• When is date/time stamp of the change

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