Purchase order process

Use purchase orders to request, return or exchange items received from creditors.

The typical sequence for processing purchase orders is as follows:

  1. Create a new purchase order. See Creating new purchase orders.
  2. Either:

    • Select an existing creditor. See Searching for purchase orders.
    • Create a new creditor. See Creating new creditors.

  3. 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.
  4. Enter the line items for the purchase order. See Purchase Order Maintenance - Details tab.
  5. Update any other details required. See Maintaining purchase orders.
  6. Get the purchase order authorised, if required. See Authorising purchase orders.
  7. 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.

  8. 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.

  9. Once you have received all the items on the purchase order, pay the creditor.
  10. Find the creditor's ID by clicking next to the Creditor Paid field on Details tab. See Purchase Order Maintenance - Details tab.

    The purchase order is updated automatically if payment is recorded via Creditor Invoice Entry. See Entering creditor invoices.

  11. 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.

See Problems with purchases.