Purchase Order Reminder Function

Adding New PO

Once you have Clicked Add this window will show up

Attachments
Memo
Reminder
Terms And Conditions
Update Recurring Order
View Stock Request
Ship To

Basic Tab

PO Number	The number of your Purchase Order you creating
Supplier	Select your Supplier from the drop down
Supplier Name	Once Supplier has been selected, Supplier Name will Automatically show
PO Date
Acc Due Date
ETA Date
Description	Add in a Description
Reference	Add in a Reference
Shipping Method
Currency View
Exchange Rate
Job

 Click Save once information is added in 

Address Tab

Fill in the required Information

Extras Tab

Completion Date
Process GRV To Job Tick
Long Description
Print Custom Fields Tick
Track It
Payment Terms
Notes

Shipping Tab

Fill in the required Information for shipping

Custom Fields Tab

Category
Recurring Order

Scan Tab

Scan Barcode
Tick
Last Item Scanned
Last Result
Scan Log

Docs Tab

Add	Adding in linked documents
Open	Open document
Print	Print document
Remove	Remove document

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 Adding in Purchase Order Item

Once all tabs have been filled in you can click add to add in Purchase Order Item

This screen will then appear

Notes Tab

Case Lots Tab

UOM Tab

In the event of Ordering nonstock items such as Office Stationery, the warehouse is not applicable.

Click Save New to add another item.

Click Save and Close if you only ordering one item

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

 

Click Save and Close

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Purchase Order to GRV

Purchase Order to GRV skipping Receive Stock

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Purchase Order Attachments

Attaching the Supplier Quote

Click on the Attachment Button

Click the Upload Button

Click Select File and browse for the quote from the Supplier that you would have saved on you PC

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

Click Ok

Click Save & New

Click Close

Once all items have been captured and all details checked for correctness, click the Approval Button.

To send the purchase order for approval.

Click Close.

The Approval button triggers an email to the Authorizer and the capturer.

This informs the Authorizer that a Purchase Order awaits his/her authorization.

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Purchase Order Authorization

Authorization Process

Creditors Module > Activity

Select Purchase Orders Menu Item

Enter the Supplier code or name

Enter the respective date range that the Purchase Order was captured

Click Search

You can further filter your search by clicking on the Expand Button

And entering any of the other criteria that you may have on hand, eg. Division, Region

All Purchase orders within the selected criteria will be displayed.

Highlight the required purchase order and click the Authorize Button

Should you need to check and verify any details of the order, double click on the required PO to open the lines.

Once you have checked all the details and are satisfied that the Order is correct, you can Authorize from the same screen.

Click the Authorize Button

Click Close

Click Search

You will notice the status has changed to “Authorized”

An email is then sent to the capturer that the PO has been authorized and he/she may proceed to order the stock

 

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Create Reminder

Purchase order item> Create reminder tick box

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.