The Purchase Orders menu option is used to record information related to orders given to suppliers for material procurement. The warehouse status of the ordered materials is tracked while the order is given. The material level and AR/AP risk are checked during the order. Orders can be transferred into dispatches and invoices either individually or in batches. In such cases, undelivered and received materials are automatically updated. Wholly received orders are automatically closed.
Purchase order slips are located under the Transactions menu of the Purchasing Management module.
The buttons in Purchase Orders browser and Related Records, Info menu and right click menu options are used to record new orders or to modify existing definitions
| New | Used to record purchase order slips. |
| Update | Used to modify slip information. |
| Delete | Used to delete order slips one by one or in batches. |
| View | Used to view slip information. |
| Copy | Copies slip information into a new slip. Used for quick data entry. |
Change Status | Used to change the order slip approval status. | |
Batch Status Change | Used to change the order slip approval statuses collectively. | |
Send | Used to dispatch the order slip to the relevant AR/AP. | |
Transfer | Used to record the delivery info from the order slips list. | |
Bill | Used to invoice the order slip. Orders are billed as Purchase Invoices. Only the purchase invoices having service lines can be billed as Services Purchase Invoice. | |
Batch Sending | Used to dispatch the selected order slips to the relevant suppliers. | |
Batch Transfer | Used to record the shipping info of the selected order slips. | |
Batch Billing | Used to bill order slips in batch. | |
| Attached Records | |
|---|---|---|
Document Folder | The folder information used to track documents related to the purchase order. | |
Related Records | ||
Invoices | Used to access the purchase invoices that are related to the purchase order. This screen is only used for viewing. | |
| Info | |
Record Information | Displays the time and the user of the first registry and the last modification of the record. | |
Record History | Used to list recording history by some info such as user, company, date, etc. | |
Source Cross Transaction | Used to access the source slip of the slip record generated by cross transaction. | |
Refresh | Used to refresh the purchase orders list. | |
Preferences | ||
Line Coloring | Used to color the lines of order slips list according to the specified criteria. | |
Back to Defaults | Used to return the window dimensions into the application default. | |
Save Settings | Used to save purchase orders list settings. | |
Save General Settings | Used to save general settings. | |
Number of Records | Lists the number of recorded purchase orders. | |
Reporting | ||
List Report | Used to report the records of purchase orders list collectively. | |
Grouped List Report | Used to list the purchase order records by grouping them according to column headings. | |
Selection | ||
Select All | Used to select all records in purchase orders list. | |
Clear All Selections | Used to clear all selections. | |
Toggle Selection | Used to toggle the selections in list. | |
Table Characteristics | Used to record the columns to be displayed on the list and their order. | |
New purchase order information is recorded using the New option located on the Purchase Orders List.