Purchase Order Processing

Select Creditors Module

Activity> Purchase Orders

Should you wish to edit and existing purchase order, click the Search button.

Highlight the required Purchase order on the grid by clicking once and click edit button or double click on the Purchase order line.

Make the required changes and click save and close.

Click Add to capture a new Purchase Order

 

1	Enter the Supplier Name or Account Code and Select the Supplier by clicking on it from the drop down options.
2	Enter a description related to the purchase Order
3	Enter a reference pertaining to the Order
4	Check that the dates are correct

ETA is the expected date the goods are due to arrive.

Due Date: This is the due date for this purchase order to be paid.

The due dates are auto populated based on the account terms on the Creditors Setup.

Click Save

Click Add in the centre of the screen to add the item lines to be purchased.

Enter the item code or part of the Item description to search for the required item. A list of Items will be displayed. Click on the required item.

Enter the required quantity.

Check that the price is correct.

Ensure that your warehouse for which this order is being place is correct. In the event of Ordering nonstock items such as Office Stationery, the warehouse is not applicable.

Select GRV VAT (if VAT is applicable)

Should you wish to create a reminder for the Receiving clerk (or Yourself) you can tick the 

“Create Reminder” tick box and select the person you wish send the reminder to. 

Click Save New to add another item.

Click Save and Close if you only ordering the one item.

Once you click the save button, the below screen will appear. This screen records the “default Supplier” for the item as well as the suppliers latest price.

Click Save and Close

 

Should you wish the default supplier on the item setup to be updated, tick the set default box.

You will only see this, the first time that you process a purchase order for this item from this particular supplier.

 

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ATTACHING THE SUPPLIER QUOTE TO THE PURCHASE ORDER

Click on the Attachment Button

Click the Upload Button

Click the Upload button, Select File and browse for the quote from the Supplier that you would have saved on your PC.

Retain the file name if you prefer or change the name as required.

You can also click the Drag & Drop button which will allow you to simply drag the document from the source destination, eg. Your email, or folder the document was saved in.

Click Close

You can print the Purchase Order to check all details are correct.

You will notice that there is no Document number (PO Number). This is because the Purchase order needs to be authorised before you can send to the Supplier.

 

The stationery layout can be customized to the client’s preference upon request.

Refer to Purchase Order Approval Manual for the authorization Procedure>>>>