Purchase Order Process
Creditors Module>Activity>Purchase Order
Click the Activity menu and select Purchase Orders from the menu list
Click Add
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Enter the Supplier Name or Account Code and press enter
Select the Supplier by clicking on it
Enter a description related to the purchase Order
Enter a reference pertaining to the Order
Check that the dates are correct
ETA is the expected date the goods are due to arrive
Click Save
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Click Add
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.
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.
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Click Save and Close
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.
This informs the Authorizer that a Purchase Order awaits his/her authorization.
Purchase Order Authorization
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 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