Creating a Purchase Order

Click into Purchase Orders 

You are able to suspend and recall an incomplete purchase orders as well as amend an existing purchase order. For more information please refer to these specific topics in the Purchase Ordering Help Section.

Select the Branch you wish to create a purchase order for, this will default to the Warehouse or main stock holding location

Enter the supplier code or use the search function to find the supplier.

You can select to save any cost price changes, if you do this the latest cost will be updated. Fifo costs are held based upon the costs prices of the items received into stock.

Select Create NewOrder in the action drop down list and press Next.

Enter the Order Date and the Delivery Dates you require. You can enter as many delivery dates as you need.

Press Apply Date Changes button after entering each date.

Press Next to start creating the order when you have finished entering your delivery dates.

If you wish to let the system suggest your reorder quantities please refer to the section at the end of this guide.

The screen above will show you the purchase order as it is entered, press the Add New Items link to start entering items and their quantities. 

All active items supplied by your selected supplier will be displayed in the list, use the Department/Sub Department and Filter fields to limit the display to the items you want to order. You can click back into the add items screen as often as you like.

***If the product you are trying to add to the Purchase Order is not listed or brings back no results - check that the product has the Supplier listed as the main Supplier and that the product is active. Products that are inactive or discontinued will not show as an option to add to a Purchase Order. This can be checked in Stock Enquiry  -  Stock Details and Price tab. ***

Enter the Quantity you wish to order against the appropriate delivery date.

You can view the current stock levels by pressing the Show link against any item. See example in below screen.

Once you have entered the Quantities press the Apply Changes button. 

The items you have selected will be shown in the screen above.

At this point you can add more items or complete the order by clicking on the Create/Amend Order button.

Items can be removed by selecting them and pressing the Delete Selected button.

If you have negotiated a special discount for the order you can enter it in the discount field and update the cost prices by pressing the Apply button.

You can suspend the order at any time by pressing the Suspend Order button. Select the Retrieve Suspended Order action when revisiting the program. 

Notes that are printed on the purchase order for the Supplier can be entered in the text box in addition to any Internal Notes that can be viewed in the Purchase Order Enquiry program. Internal notes cannot be seen by the Supplier.

Once the order has been created it will need to be approved before it is considered live and can be printed or emailed to the Supplier.

Barcodes On Purchase Orders

In some cases you may require to send the barcode of a product on a purchase order, be that manufactures barcode OR the barcode the RSS system has generated for the product. In order to do this you will need to setup which barcode to print and on which copies of the purchase order the barcode should be printed on. These options can be found on the first page of the system configuration program under the File maintenance program.

The first option is to choose which barcode should be printed on purchase orders. If you do not require barcodes on your purchase orders then select the “none” option. You then have the “manufacturer’s Barcode only” and “internal barcode only” options.

• The manufacturers option will print barcodes that have “system generated” set to “No” in stock enquiry.

• The Internal option will print the barcode has “system Generated” set to “yes”.

• The final option is “manufacturers barcode by default.” This will print the manufacturers barcode should the product have one. If the item does not have a manufacturers barcode it will print the system generated barcode.

The other option that will need setting up is to determine which copy/copies of the purchase order should contain the barcode. It is likely that you will want this to show on both copies, so that both yourselves and the supplier have the barcodes.

However, the option allows for the barcodes to only be printed on the copy that is sent to the supplier, meaning that your copy will not have the barcodes on it. the option also allow for the barcode to only appear on the internal copy, meaning that your copy will have the barcodes on it but the copy sent to the supplier will not.

If this option to allow barcodes on purchase orders has been enabled, when printing the barcode will appear under the product name, as shown below.

Suggested Reordering

If you only enter one delivery date you will be asked if you would like the system to suggest reorder quantities.  If you select yes then the following screen will be displayed.

If you select to suggest reorder quantities based upon the cover then you will be required to enter the number of days cover required and the date range that you would like sales to be taken from to calculate the average daily sale quantity.

Once you have entered the parameters a list of products will be displayed with a suggested quantity populated which you are then able to change.

Deleting a Purchase Order

Once a purchase order has been created it is not possible to remove purchase order, you can however use the Purchase Order Completion program to complete the PO without updating stock. 

Purchase Order Amendment Restrictions