Purchase Orders – Create

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Overview

Purchase Orders are how you can create a requisition that may be emailed directly to your Vendor / Supplier asking them to supply Inventory Items. Your Purchase order will usually detail quantities of goods or services, at a price point, as well as delivery terms. A Purchase Order can be partially or Fully Received and turned into a Journal Document with relatively few clicks – saving you time and money.

“Purchase orders are an important tool that businesses should use to ensure spend stays within budget. Without purchase orders tracking expenses is more difficult, prone to errors and validating delivery reports becomes a nightmare.”

Procurement Express Article

Create a Purchase Order

Navigate to BOM / Documents / Purchasing Orders.

BOM - Documents - Purchasing Orders - List
BOM – Documents – Purchasing Orders – List

Previous topics have covered navigating and filtering your Purchase Order list.

We are now concerned with raising / creating / adding a new Purchase Order.

Select the control called <Make Order>.

BOM - Documents - Purchasing Orders - Create
BOM – Documents – Purchasing Orders – Create

This screen presents you with a list of all of your Inventory Items. In a nut shell, you will select Inventory Items from the left hand column and add them to the right hand column. You will update the Quantity and the Cost Price of each Item as well as which Vendor to use, which Inventory Location the products will be held at and the expected Delivery Date.

To assist when you have a large number of possible Inventory Items to select from, you may :

  • Use the “Search Box” to perform a partial text search
  • Create a <Filter> where you can preset a Stock Location, an Inventory Category or a Vendor.
BOM - Documents - Purchasing Orders - Create - Filter
BOM – Documents – Purchasing Orders – Create – Filter

 

Add the Inventory Item to your Purchase Order    Add the Inventory Item to your Purchase Order

Remove the Inventory Item to your Purchase Order    Remove the Inventory Item to your Purchase Order

 

BOM - Documents - Purchasing Orders - Create - Sample
BOM – Documents – Purchasing Orders – Create – Sample

Once you have something that looks like the above, don’t forget to click <Save>.

Email a Purchase Order

Navigate to BOM / Documents / Purchasing Orders.

Once you have clicked <Save> on your new Purchase Order, you will be returned to the Purchase Orders List.

From here, you can select a Purchase Order, click on <Email> and it will be sent to your Vendor for fulfillment. Also notice that the Status has changed from “New” to “Sent”.

BOM - Documents - Purchasing Orders - Email to Supplier
BOM – Documents – Purchasing Orders – Email to Supplier

NOTE : you could also do this when drilled down into the Purchase order.

Duplicate / Repeat a Purchase Order

Navigate to BOM / Documents / Purchasing Orders.

Do you have recurring Purchase Orders or ones that are mostly the same with a few tweaks ? Wouldn’t it be nice to just be able to select an existing Purchase order and repeat it ?

BOM - Documents - Purchasing Orders - Create - Duplicate
BOM – Documents – Purchasing Orders – Create – Duplicate

When you select <Duplicate> you will be presented with the “Add Order” screen, populated with the Inventory Items from the selected Purchase Order, ready for you to change, save and / or email.

About the author: Tim Atkinson