Purchase orders Overview

The Purchase orders module allows you to:

  • prepare purchase orders to send to suppliers
  • control outstanding purchase orders.

Individuals, business units or departments can have the authority to either:

  • Create, authorise and print or email purchase orders.
  • Requisition purchase orders. If an individual, business unit or department can only create purchase order requisitions, the authorising officer must display each requisition for authorisation prior to printing, emailing or faxing.

You can select the supplier from the current supplier list or create a new supplier when creating the purchase order. If required, you can describe and cost each item as you enter the purchase order.
Purchase orders can be manually receipted or their receipt can be automated with the processing of the suppliers invoice for the goods using the Creditors Invoice Entry function.

Business units

You can create different ranges of order numbers for different business units. Usually, one business unit exists for each stock location. However, for purchase ordering purposes, you can define as many business units as required. You must link appropriate users to each business unit with a default business unit defined if they belong to more than one.
If purchase orders are used in a business unit that sells the items that they purchase, you can define the stock's item code on each line of the order. 
Business units are set up in Synergetic Financial Configuration. See Synergetic Financial Configuration - Business Units - Purchase Orders sub-tab in the Finance manual. You define a code, description and the name and address of the business unit. You can use these details to print on your purchase order stationery.

Printing and faxing purchase orders

You can print:

  • Purchase orders on your organisation's letterhead, or print, using the name, address and telephone number of your organisation or business unit, on blank paper.
  • As many copies of the purchase order as required. Each copy can be labeled differently. For example, Supplier Copy, Department Copy.

If you have the appropriate software, you can fax purchase orders directly from your computer.

Emailing purchase orders

You can email purchase order notifications to:

  • creditors
  • the staff member who created the purchase order
  • the staff member who authorised the purchase order
  • the department head, if applicable
  • additional recipients.