Create order

Menu items

In the Purchases menu, there are two items you can go to create purchase orders:

1. Purchase orders, then click

2. Create order

New purchase order

Follow the steps below to enter a new purchase order:

1. Supplier

To find a supplier you can start typing to do a predictive search, or click on the Supplier search to view all customers and then search from there.

2. After the supplier is entered, their details will be brought onto the screen, these include:

• Supplier name
• Currency & exchange rate. By default the rate is updated automatically by the system. You can choose to view & edit these from the Currencies setting page
• Tax type. If the supplier is setup to be Tax exempt or Zero-rated, it will update the order screen to reflect that.
• Incoterm
• Shipping address is set to the current location of the user who is doing the data entry.

3. There are fields populated automatically with their default values, these include:

• Order date
• Expected ship date

    You can change the above default values

4. Reference: free form data entry field

By now, you can click Save or Add/edit line items, this will take you onto the items page where you can enter the order products.

Note, for the Save button, when it is a new order, it takes you to the same line items page; otherwise for an existing order, it just saves it

Product items

1. Product: start typing to search for a product, scan its barcode, or click Product search to view a list and refine the search.

The system allows different types of barcodes to be scanned onto the system for example, code-39, code-128, EAN or GTIN codes. To allocate barcodes to products, go to the Products menu, Variations and edit a product

2. Order quantity: ordered quantity. For a partfulfilled order, you can change this quantity to the same as whats already received. The idea of this is useful when the partfulfilled order has two or more lines and you don't want a this line to be received.

   Current inventory, this show much inventory on hand that's reported by the system. You can click on this link to view the product's inventory levels and its details.

3. Unit price: the system gets this from the unit cost price set in the Variants page. After the purchase order is received with a new price, then this becomes the price for future orders.

4. Notes: click this button to enter notes or extra information against the current product line.

5. Click Save item to add the product into the order. To remove it, click on the product line on the right hand side, then click on the Remove button.

After all the order's products have been added, click the Back button to go back to the orders page. So you have the options to print or email the following documents:

• Purchase order
• Request for quote (RFQ)
• Purchase order with no pricing

After printing or emailing the delivery documents, the order status will be changed from Draft to Confirmed automatically.