Use purchase orders to request, return or exchange items received from creditors.
The typical sequence for processing purchase orders is as follows:
- Create a new purchase order. See Creating new purchase orders.
- Either:
• Select an existing creditor. See Searching for purchase orders.
• Create a new creditor. See Creating new creditors. - Enter all of the general information about the purchase such as order date, urgency, and header and trailer to be printed on the order. See Purchase Order Maintenance - General tab.
- Enter the line items for the purchase order. See Purchase Order Maintenance - Details tab.
- Update any other details required. See Maintaining purchase orders.
- Get the purchase order authorised, if required. See Authorising purchase orders.
- Either:
• Print the purchase order and send it to the creditor. See Printing purchase orders.
• Email the purchase order to the creditor. See Emailing purchase orders. - Receive the goods. See Receiving goods against a purchase order.
Note: You can also receive goods as part of the payment process in Creditor Invoice Entry. See Entering creditor invoices. - Once you have received all the items on the purchase order, pay the creditor.
- Find the creditor's ID by clicking
next to the Creditor Paid field on Details tab. See Purchase Order Maintenance - Details tab.
Note: The purchase order is updated automatically if payment is recorded via Creditor Invoice Entry. See Entering creditor invoices. - Mark the purchase order as completed. See Completing purchase orders.
Sometimes things can go wrong. For example, you might:
- only receive part of an order
- need to cancel an order
- have items on backorder or oversupplied
- need to swap goods or issue a credit note to the supplier because you have overpaid.