Purchase Order Help
Titles:
| Purchase Order Details | New Purchase Order |
|---|---|
| Purchase order shipments | Vendors |
| New Vendor | Printing |
PURCHASE ORDERS, Finding Purchase Orders
By default, open purchase orders are displayed on the screen.
Purchase orders can be searched using the following search criteria
Order number
- The ID of the purchase order (e.g. 1001), or the full identifier of the purchase order (e.g. CH1001).
Person in charge: The person in charge of the purchase order (product coordinator).
Product number: The product number of the product on the purchase order, or the beginning of it. The search returns a purchase order if the product number of even one of the products in the purchase order meets the search criteria.
Status
- Open: returns purchase orders that have not been closed or voided.
- In transit: returns purchase orders where at least one purchase order line has been defined as transport, and the line in question has not yet been marked to inventory. Ignores closed or voided purchase orders.
- In stock: Returns purchase orders for which all purchase order lines have been marked as received in inventory. Ignores closed or voided purchase orders.
- Closed: returns closed purchase orders.
- Voided: returns invalidated purchase orders.
You can use custom search to search for purchase orders by using any field value on a purchase order. Custom search is described at the end of this guide.
The search criteria are linked to each other with the "and" operation. That is, when applying for e.g. the person in charge Timo Coordinator and the space "Open", the search result will show Timo Coordinator's open purchase orders.
The search result can be imported into Excel by clicking the Export to Excel link above the search results. You can arrange the search results in the order you want by clicking on the title field of the search result. The direction of the arrow to the left of the title indicates whether the results are arranged in ascending or descending order. The order can be changed by pressing the title again. More detailed information about the purchase order can be obtained by clicking on the icon next to the purchase order number
EDITING A PURCHASE ORDER
The purchase order edit window consists of several separate views. The main view is the same as in creation. Additional views are presented in the following paragraphs
OPEN PURCHASE ORDER CUSTOMIZATION
MODIFICATION OF PURCHASE ORDER ACTIONS
PURCHASE ORDER DETAILS
Purchase order: The number of the purchase order. Unique number for the order
Country of production: The two-letter abbreviation for the production country is used as the first part of the purchase order name.
Vendor The name of the product supplier. Additional costs can be defined for the product supplier, which are automatically included in all products added to the purchase order.
Person in charge The person in charge of the purchase order. The author of the default purchase order. This can also be changed later.
Customer The name of the customer on the purchase order
Currency The currency of the purchase order. Currency, which is used for the cost of products that are not in the home currency.
Order shipped The date the order was shipped to the factory
Estimated time to leave the factory An estimate of the date when the order will leave the factory
Delivery date to customer Earliest promised delivery date to customer
Production manager
Peak season The season to which the purchase order relates
Sales orders Sales orders related to the purchase
Delivery Terms
Payment term Supplier's payment term
Transport Information to be conveyed to the factory about the desired mode of transport of the order. Separate transports can be created for the purchase order later for follow-up. The modes of transport for these transports can differ from the mode of transport that is selected for the purchase order.
Country of delivery
Order type Purchase order type
Customer booking
Update prices To update prices, you have options:
- Do Not Update does not update the purchase prices for the product or sales order information. When the product arrives, it updates the purchase price in the product information, taking into account the current stock quantities and the purchase price. The price is updated as follows: ((Inbound Qty x Purchase Order Line Purchase Price) + (Existing Inventory Quantity x Current Purchase Price of the Product)) / (Inbound Quantity + Quantity Already in Inventory)
- For products and open sales orders, updates the purchase price of the purchase order line when the row is saved in the product information, as well as for unshipped sales orders for the product.
- For attached sales orders, updates the purchase price of the purchase order line to the sales orders that are attached to the purchase order when the line is saved.
Port of departure
Delivery e.g. Storage
Importer
Date of manufacture
Factory
Terms of order Terms and conditions related to the part order to the factory
More information Additional information for the factory
Internal information
PRINTING
Print Settings
- Print prices When the setting is on, factory prices are printed on the purchase order printout.
- Print product images When this setting is on, the product images are printed on the PO printout.
- Print email
- Print actions
- Print additional product charges
- Print product info
- Output language
Printouts
- Print the order (pdf)
- Print the stickers (pdf)
- Package labels (pdf)
- Products (xls)
FUNCTIONS
- Edit
- Void
- Parenthesis
- Arrived
- Copy
- Send to the supplier
- Direct delivery can be selected
- Update OKA for colors
Products
The products of the purchase order are listed in a table that shows the basic information of the order row. The information is:
- Product Name of the in-stock product
- Color In-stock product color name
- Quantity Total number of products ordered
- Target price The target price entered for the product. The price unit is the price entered in the basic information of the part order.
- Factory price The factory price entered for the product. The price unit is the price that is entered in the purchase order master information.
- Additional costs The total amount of additional costs entered for the product. The price is displayed in the home currency. The current exchange rates are used to calculate the additional costs
- Royalty The royalty selected for the product. The royalty price is calculated using the formula Royalty price = Selling price * Royalty-%/100
- Acquisition price The purchase price is the total price of the purchase. It is calculated using the formula acquisition price = ex-works price + additional costs + royalty price
- Sale price The sales price entered for the product
If the product is an assortment product, the contents of the assortment are shown on the order line.
At the beginning of each product row, there is an (+) Open link, where you can see more detailed information about the product
Product EAN code(s) If a product has a product- or colour-specific EAN code, it will be displayed. If the product has a size-specific EAN code, the EAN codes of the ordered sizes are shown in the table.
Size-specific orders Quantities from orders for individual sizes
Purchase price
Exchange rate/Euro The latest rate entered into the system to calculate all costs.
Additional costs A list of all costs added to the product. Percentage-based prices are calculated using the formula cost = factory price * additional %
Measures
Acquisition price excluding royalty
Royalty
OK
Sales price
Retail price
Conclusion
- Quantities confirmed
- Quantity ordered
- Factory price
- Purchase price
- Sale price
- Profit The margin is calculated using the formula margin = sales price - acquisition price
Other features to add
- MEASURES
- OUTLAY
- BILLS
- PACKING LISTS
- TRANSPORT
NEW PURCHASE ORDER, Create a purchase order
A new purchase order is created by going to Purchase orders from the top menu. From the menu that opens, select: Create new. The form that opens is filled in the basic information of the purchase order.
Add Vendor by select link.
The data fields are described in the chapter Information.
Save the order by pressing the Save button. The purchase order opens in edit mode, which is presented in the chapter editing.
Order lines are entered by adding products from the blue link text.
Add product
Search and Select item box
Press the "ADD PRODUCT" button at the bottom right.
Actions, added if necessary by clicking the blue "New action" link.
New cost is added if necessary by clicking the blue "New cost" link.
Once all the necessary information has been added, press the SAVE button.
The documents to be printed can be selected:
- Print prices
- Print product images
- Print to email
- Print the procedures
- Print additional product costs
- Print product info - multiple options
- Output language
PACKING LISTS
The view can be used to search for existing packing lists using four search criteria:
- Packing list ID
- Transport ID
- Person in charge
- Created after (calendar selection)
Custom search can be used to expand your search. At the end of this guide, the search criteria are described.
You can also create new packing lists using the blue "New packing list" function on the right side of the view.
The new list will be provided with the necessary information:
- Cartons
- Cubes
- person in charge
- Additional information
Products are added to the rows in the subsection "Add products".
PURCHASE ORDER SHIPMENTS
A transport can be created for the products on the purchase order by clicking on the "New transport" link
Transfers view (arrival)
The purchase order can be received by clicking on the "Received" link next to the product. A view opens on the screen where you can edit the information of the received product.
- Quantities By default, the view shows the number of sizes ordered. If the received quantity differs from the ordered amount, the quantity can be updated
- Shelf ID At the reception, you can select the shelf where the goods will arrive. A new shelf can be selected by selecting "New shelf..." as the shelf location. and by typing the name of the new shelf in the text field that opens below
- Unit weight By default, the unit weight is shown as the unit weight in stock. If the value of the field is changed, the unit weight in the inventory is updated to match the entered one.
- Purchase price The purchase price is calculated for the products in the purchase order. At the time of receipt of the shipment, the purchase price of the product in stock is calculated by using the formula: ((color oka stock quantities) + ((OTR.estimate + OTR.royalty price) OTR.quantity)) / (Inventory quantity + OTR.quantity)
PURCHASE INVOICE
Purchase invoices can be searched using search fields
- PO invoice
- Invoice number
- Person in charge
- Journalist
- Reference
- Created after
- Due date before
You can use custom search to search for purchase invoices using the values in the fields on the purchase invoice. Custom search is described at the end of this guide.
New purchase invoice
A new purchase invoice is created with the blue button on the right side via the "Create new invoice" link.
The invoice is given the information required by the system
- Supplier, selected from the "Select" link in the list of suppliers.
- Person in charge (selection list)
- Invoice date
- Due date
- Invoice number (vendor invoice number)
- Reference
- Billing currency
- VAT (checkbox) -Exchange rate
Letter of credit number
- Letter of Credit Created
- Letter of credit Number
- Letter of Credit Paid
- More information
The data is saved with the "Save" button.
Row information
Products are added from the blue link on the right-hand side.
- Add a temporary product
- More products
When you add a product, you enter known search criteria
- Purchase order number
- product number
As a result of the search, a list is obtained from which product rows can be selected, either the entire order or individual rows.
VENDORS
Supplier search
The supplier can be searched for
- With the name
- Contact
- Grouping
- Groups
- Active
- Approved
Custom search expands the search criteria, see the end of this guide.
The "Search" button performs a search and displays a list of suppliers.
From the blue text links, you can move on to more detailed information. A new view will open.
NEW VENDOR
To create a new supplier/vendor, enter the required information in the form:
- Logo
- Journalist
- Web pages
- Telephone
- WATTS
- Billing currency
- Payment terms
- Delivery terms
- Product Supplier
- Product Actions Maker
- An email about the measures
- External ID
- Customer ID
- Conveyance
- Ledger account
- Approved
- Active
More information about the order and more information about the supplier.
Separately, you can also add:
- address
- new factory
- new bank
- New contact person
- new group
- new cost
- new product cost
Purchase list
Suppliers/Vendors purchase list.
Displays the products from the vendor's purchase orders.
The blue text link can also be used to create a new purchase order for the vendor.
PRODUCT SUPPLIER REQUESTS
Search product supplier requests. The search can be narrowed down
- With the name
- Contact
- Active
- Approved
- Groups
- Group
The list shows the suppliers. The blue text links can be used to drill down to the information according to the column heading.
Custom search can be used to expand search scopes. See the end of this guide.
SHOPPING LIST
The shopping list shows purchase suggestions for the required products.
SHELVING LIST
The put-away list shows a list of products that are being shelved. A "shelving change" can be created from the list and the product can be moved to another storage location. A new window opens with a new shelf location and an explanation for the change.
PACKAGE ACTIONS
Package Actions displays a list of required "packages" actions.
IMPORT FILE
Enables the file to be read into the system. Determine:
- Type of import
- Type of update
- add to queue
- Select a file
The "Import File" button reads the file to your system.
CUSTOM SEARCH
The freely created search criteria have three selection fields: Search field, operator and search term. In the search field, you can choose which customer information to search from. The reference operator is selected from the operator.
Search criteria
- '=' i.e. the equal operator that requires a perfect match. The operator also takes into account the font size.
- '!=' i.e. the inequality operator that accepts everything except a perfect match.
- '<', i.e. a less-than-operator that accepts anything less than a search criterion. Available only when searching numeric fields.
- '>', i.e. greater than operator, which accepts anything greater than the search criterion. Available only when searching numeric fields.
- '<=', i.e. less than or equal to operator, which accepts anything less than or equal to the search term. Available only when searching numeric fields.
- '>=', i.e. greater than or equal to operator, which accepts anything greater than or equal to the search criterion. Available only when searching numeric fields.
- 'contains' operator. Selects the results that contain the text of the search term. Ignores case sensitivity. Available only when searching for a subtitled exam. Quick and free-to-create searches can be freely combined. In this case, the results must meet all the given search criteria. There is also an option on the right where you can choose how many search results are displayed.