Purchase - Order
Menu Selection: Document - Purchase - Order
Purpose
This document allows the user to create and receive a purchase order.
Prerequisites
There must be product master records established in the database via the Stock - Account document. The supplier that is selling the goods must exist in the database via the Creditor - Account document.
The Sales Exec field is not mandatory, but needs to be established via the Parameters - Sales Execs document, if the feature is to be used on this document.
Also the Delivery Key is a search only field that corresponds to an Name Address record. This can be established on via the Name and Address - Name and Address document, or can be entered here if the order is sent to the location only a few times.
If the Cost Items As Sub Accounts feature setting is not set to = 'Y' in the company data, then Work Centres (Jobs - Work Centres) must exist in the system.
Context
A purchase order document is the primary data entry document for administering purchasing and controlling the stock acquisition processing of an inventory system. Because of the versatile nature of the software some fields may only be seen when certain feature settings are on. This will be noted in the documentation for each field.
This document does support barcode scanning from the old JANUS 2020 scanners. This document describes how they are to be used in conjunction with this document, but doesn't describe the required setup of the scanners.
Click the Receive button to record the actual physical receipt of goods. This assumes that a delivery docket or packing slip accompanies the goods, and this quotes the order number permitting the convenient retrieval of the original order document from the database. Failing this use the Search function on the Name Key field to find the supplier, and then the Search function on the Order No field to locate the correct order document. Then fill in the number of units received and click the left mouse button on the Receive button.
How to cancel an order
To cancel an order, blank out the Items field. This is done by single left
clicking in that field and then by pressing space bar. This must be done before
the purchase order is confirmed.
About This Screen
| Head of the Document | ||
| Field | Enterable? | Instructions |
| Name Key | Yes | Type in the supplier's key (or click the right mouse button) and select the key from the list. |
| Order No | Yes | Enter past this field to create a new purchase meat order. Otherwise type in the order number (or click the right mouse button) and select the order number from the list. |
| Date | Yes | Type in the date the order was created. If a new order is being created, this field will default to the Working Date. |
| Supplier | No | Displays the name and address of the supplier. |
| Ship To | No | Displays the delivery location. This field can only be changed by changing the Delivery Key field |
| Delivery Key | Yes | Type in the delivery key (or click the right mouse button) and select the key from the list. This will then change the Ship To details accordingly. This field will default to the street address of the company the user to currently signed in to. |
| Sales Exec | Yes | Type in the sales exec key (or click the right mouse button) and select the key from the list. |
| Ship Date | Yes | Type in the expected ship date for this order. |
| Carrier | Yes | Type in the carrier key (or click the right mouse button) and select the key from the list. |
| Operator | No | Displays the key for the data entry operator. |
| Currency | No | Displays the currency the creditor account is to be maintained in. This field should be left blank if the account is maintained in Australian dollars. |
| Ledger | Yes | Type in the ledger key (or click the right mouse button) and select the key from the list. If the purchasing is to be processed into stock, specify the INVENTORY ledger. If the purchasing is to be processed against a job specify the WIP ledger. |
| Main | Yes | Type in the account key (or click the right mouse button) and select the key from the list. Leave this field blank if processing into stock. Otherwise specify the job number. |
| Sub | Yes | Type in the sub account key (or click the right mouse button) and select the key from the list. Leave this field blank if processing into stock. Otherwise specify the work centre or the cost item or leave blank. |
| Sub Total | No | Tax Exempt Sub-Total |
| Freight | No | This field should be left blank. The freight will actually be entered in on the goods received document. |
| GST | No | Displays the total amount of GST payable on the purchase order. This field is typically only used as a guide to the cost of the purchase. The real cost will be entered in on the corresponding goods received document. |
| Total | No | Displays the total amount payable on the purchase order. This field is typically only used as a guide to the cost of the purchase. The real cost will be entered in on the corresponding goods received document. |
|
Lines of the Document |
||
| Field | Enterable? | Instructions |
| Items | Yes | Type in the number of items to be ordered. |
| Product Code | Yes | Type in the product’s key (or click the right mouse button) and select the key from the list. |
| Part Number | Yes | This field is only seen if the Part No Support feature setting is set to Y. Displays the part number that is associated with the product master record. |
| Supplier Code | No | This field is only seen if the Part No Support feature setting is blank and the Supplier Codes On Purch Ord feature setting is set to Y. On the Stock - Account document, the user can specify suppliers, supplier codes, and supplier prices. If the supplier in the Name Key field is set up in the product master record (for this product), this field will display the supplier code associated with the supplier in the product master record. |
| Width | Yes |
This field is only seen if the Part No Support feature setting is blank
and the Sheet Products
feature setting is set to Y. Type in the width of the sheet. This field is used to calculate the Quantity where the Unit field is set to SH. |
| Length | Yes |
This field is only seen if the Part No Support feature setting is blank
and the Sheet Products
feature setting is set to Y. Type in the length of the sheet. This field is used to calculate the Quantity where the Unit field is set to SH. |
| Unit | No | Displays the of measure which the stock is to be purchased in. |
| Description | Yes |
Displays the product description from the product master record.
If the Barcode Scanning feature setting is set to Y, the after clicking the Download2 button this field will be replaced with weights separated by spaces. eg 29.2 31.3 10.3 This information is then used by the Quantity field. |
| Quantity | Yes |
Displays the quantity of stock to be purchased in. The following formula is
used: - if Unit = SH then Quantity =
Items * (Width/1000.0) * (Length/1000.0) else SumDim is a special operator which adds together the weights stored in the Description field. This only used when the Barcode Scanning feature setting is set to Y. |
| Per | No | Conversion Unit |
| Price | Yes |
This field is only seen if the users signed in level is greater than level 3. On the Stock - Account document, the user can specify suppliers, supplier codes, and supplier prices. If the Supplier Codes On Purch Ord feature setting is set to Y, and the supplier in the Name Key field is set up in the product master record (for this product), this field will display the supplier code associated with the supplier in the product master record. Otherwise it will display the Current Cost. |
| Date | Yes |
This field is only seen if the
Barcode Scanning
feature setting is set to Y and
if the users signed in level is greater than level 3.. This field should be left blank by the user. When the user clicks the Download2 button this field will be updated to display the date of the last barcode associated with this order. |
| Dis Count | Yes | This field is only seen if the users signed in level is greater than level 3. Type in a percentage discount to be applied to this line. |
| G S T Amount | Yes | This field is only seen if the users signed in level is greater than level 3. This field displays the total amount of GST payable for this order line. |
| Extension | Yes | This field is only seen if the users signed in level is greater than level 3. This field displays the total amount payable for this order line. |
| To Receive | Yes | Type in the number of items to be received on the next goods received document. This should correspond to the documentation received from the supplier. |
| Received | No | Displays the total number of items, (for this line), received but not invoiced. |
| Invoiced | No | Displays the total number of items, (for this line), invoiced. |
Transaction Processing
| Button | Description |
| DownLoad2 | This button is only available if the Barcode Scanning feature setting is set to Y. Click the Download2 button to retrieve the barcode scans from a JANUS 2020 scanner. |
| Import | This button is only available if the Barcode Scanning feature setting is set to Y. Click the Import button to retrieve the order lines from the work folder. |
| Register | This button is only available if the Barcode Scanning feature setting is blank. Click this button to register the order with the product master records. |
| Fax | This button is only available if the Barcode Scanning feature setting is blank. Click this button to fax the purchase order to the suppliers fax number. |
| Receive> | Clicking the Receive> button will create a Purchase - Goods Received document with the items specified by a non zero To Receive field. |
From Here
Once a delivery docket or packing slip has arrived, bring up the purchase order. Type in the quantity of items to receive, and then click the Receive button. This can be repeated as many times as needed until the purchase order has been completed.