Setup Examples – Purchase Orders
- Purchase Orders are used to place orders with suppliers and to keep track of those orders.
- Multiple purchase-order transaction types may be created to deal with different scenarios such as ordering inventory or office supplies.
Header
- Description: Purchase Orders
- Code: PO
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Purchase Orders.
- Settings with Default as part of the name, can be changed when capturing a transaction.
| Field | Description | Value | When Required |
|---|---|---|---|
| Accounting > Currencies | Field to select which currencies apply to the transaction type. The options are: – Local: The transaction type can only use the local currency. – Company Currency: The transaction type can use the customer or supplier’s currencies. – All: The transaction type can use all the currencies set up for the organisation. | All | If you purchase goods or services from local and international suppliers. |
| Accounting > Default – Price includes VAT | A checkbox that is checked if the price includes VAT. Determines how VAT is calculated. – Exclusive (unchecked) = VAT is added to determine the VAT-inclusive price. – Inclusive (checked) = VAT is subtracted to determine the VAT-exclusive price. | Inclusive | If you specifically want to capture VAT inclusive prices. |
| Accounting > Default – VAT Type | Select a default VAT Type for the transaction type from a dropdown list of all the created VAT types. | Select the Standard VAT Type. | Always, if you are registered for VAT. |
| Accounting > Pricing | A dropdown list to select a pricing option: – None – Cost Price – Sell Price – Supplier Price – Accounting | Supplier Price | Always |
| Accounting > Sum Active Transactions to Work in Progress in Supplier Age Analysis | Checkbox. If checked supplier transactions with Active statuses are shown on the Supplier Age Analysis as work in progress. | Check the checkbox. | If you want to show the value of Purchase Orders on the Supplier Age Analysis. |
| Defaults > Default – Data Filter | The default display when a list of transactions for the transaction type is viewed. The options are: – Today – This Month – Pending – Active – Pending & Active | Select a preferred filter from the dropdown list. | The default filter is: Pending & Active. Add the setting if you want a different default filter. |
| General > Add Items from the following Categories | This action adds items from the selected categories. Click Edit in the value column and select the categories. | Click Edit. Move the categories from the Available to the Selected section to include them. Move the categories from the Selected to the Available section to exclude them. | Add the setting if you want to limit the items that can be added to a purchase order. |
| General > Add to Followers | A dropdown list of Follower options. Multiple options can be selected: – N/A (automatically appears if no selection is made) – Contact (Transactions) – Contact (Accounts) – Rep – Assign To – User | Check the checkboxes for all the groups you want to send the purchase order to. | Add the setting if you want multiple people to receive a copy of the purchase order when it is emailed out. |
| General > Contact Lookup | A dropdown list to select which Contact fields should be included when selecting a contact for a transaction. The options are: – Name – Name (Position) – Name (Location) – Name (Position & Location) | Select the applicable option from the dropdown list. | Add the setting if you want to select the contact by position or location. |
| General > Enable Artwork | Checkbox. If checked artwork is enabled and can be uploaded to a line item on a transaction as an attachment. | Check the checkbox. | If you want to include artwork on the purchase order. |
| General > Enable Company | Users can select an access option as follows: – N/A – Customers (All) – Customers (Active) – Suppliers (All) – Suppliers (Active) | Suppliers (Active) | All |
| General > Enable Due Date (Enter Caption) | Type a caption if the Due Date field should be added to the transaction (e.g. Due Date). | Type a caption (e.g. Deliver After). | If you need a date field. |
| General > Enable NCR (Problem) | Checkbox. If checked, transactions can be marked as problem transactions for NCR purposes. | Check the checkbox. | If you use the NCR processes. |
| General > Enable Required Date (Enter Caption) | Type a caption if the Required Date field should be added to the transaction (e.g. Req. Date). | Type a caption (e.g. Deliver Before). | If you need a date field. |
| General > Enable Staff | Allows an organisation to assign transactions: – None: Transactions are not assigned. – All: Transactions can be assigned to Users, and a Rep can be selected. – Rep: Transactions can only be linked to a Rep. – Assign To: Transactions can only be assigned to a User. | Assign To | Add the setting to allocate the purchase order to a staff member. |
| General > Reference Lookup | A field to type Reference lookup lists. | Click the Value column and enter the lookup fields, one entry per line. Check the Auto Height checkbox to display the lookup list in full. | Add the setting to create a lookup list for the reference field. |
| Inventory > Enable Resolves | Allows users to specify what must happen to inventory items. The options are: – Purchase: The inventory must be purchased. This resolve is used for copying transactions and does not affect inventory. – Produce: The inventory must be produced. This resolve is used for copying transactions and does not affect inventory. (e.g. Work Orders). – Reserve: The inventory is reserved for an order (e.g. Sales Orders). – Issue: The inventory is issued to a job or customer (e.g. Work Orders, Sales Orders, Customer Invoices). – On Order: The inventory has been ordered, but not yet received (e.g. Purchase Orders, Work Orders). – Receive: The inventory has been received (e.g. Supplier Invoices, Work Orders). – Adjust: The inventory is adjusted to reflect the correct stock on hand (e.g. Stock Take Adjustments). | On Order | If inventory management is used. |
| Production > Transaction – Purchase Orders | Checkbox. If checked the transaction type is used for purchase orders (i.e. the transaction type used to Purchase Materials from Materials View and Outwork from Outwork View). | Check the checkbox. | If production planning is used. |
| Transaction Items > Enable Adding Items | Allows users to specify which type of items can be added to a transaction. The options are: – None: No items are added, only the header information is displayed. This option should be used sparingly and not for accounting transactions because there will be no fields for amounts. – All: Users may add items and custom items. – Custom: Users my only add custom items. Typically used for ledger transactions. – Items: Users may only add items. They may not add custom items. Typically used for Invoicing, credit and debit notes. All the buttons to add items are still displayed. The features that are disabled return an error message if clicked. | Select Custom or Items from the dropdown list. | Add the setting to limit the items that can be added to a purchase order. |
Statuses (tab)
- You may create an unlimited number of Statuses.
- However, there are only four Status Groups (Pending, Active, Complete, and Cancelled).
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If Inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Categories are used to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another transaction type. The existing categories are replaced by the copied categories.
Copy Rules (tab)
- Copy Rules determine the circumstances under which transactions may be copied.
- Although there are two transactions involved in the copy, you only need to create one copy rule.
- User access must be set for each copy rule.
- You can automate copying transactions by selecting a Trigger status.
- Columns that were hidden in the screenshot were left blank or unchecked.
Output Templates (tab)
- Output templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included which will automatically include your company name, logo, and bank details as filled in on the Output tab of a registered Entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
