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Purchase Order

To get your goods into your inventory, you create a purchase order. Subsequently, you create the lots that you purchased on your purchase order.

If you wish to make a purchase directly for production or sales, you can use direct shipping.

In your company settings you can set some default settings for your orders.

To go to your purchase orders, click Purchase in the top menu and select Orders.

Create Purchase Order

  1. To create a Purchase Order, click the button Create and select Purchase Order.
  2. Fill in the order details - Supplier, Location, Order Date, as well as Payment Terms and Reference on Documents, if relevant.
  3. Is the Supplier is already a partner, you can type part of the name and select from the list. Otherwise, click the button Add and add the supplier as a partner.
  4. If the supplier already has a location, the field will automatically be filled. If there are more locations, select the correct location for this order.
  5. Check that Currency is filled in and correct, if relevant. Otherwise, purchase price will not appear on the order as part of the expected costs (the budget).
  6. When you save your Order Details, you get to the Delivery Details. Fill in Forwarder and Deliver to Partner as well as Delivery Date. You can choose to fill in standard delivery terms - INCO-terms®.

When the order is created, it will be opened. You can switch between Order Details and Delivery Details using the tabs in the top of the blue window.

In the upper center of the page, you can access relevant documents on the order, and below you find a set of Key Metrics over the costs connected to the order. Learn about Key Metrics.

Create lots

  1. Go to the tab Purchased Lots and click the button Create lot.
  2. In the dialog, select the SKU, you want to create a lot for, and how many lots you wish to create. If the SKU does not yet exist, you can create it as you go.
  3. Enter the number of lot units in the lot.
  4. If you did not lock the relation between unit of measure and lot unit, you must also indicate the number of units of measure per lot unit.
  5. Indicate the purchase price per unit. If you created a price list and linked it to the supplier, the price will fill in automatically.
  6. As a default, the Supply Status will be set to Confirmed. You can change this status to Expected or Draft. To be able to dispose a lot, the status must be Confirmed.
  7. Under the tab Attributes and origin, you can set values for the individual attributes. You define on the SKU which attributes should be available. You can read about attributes here.
  8. Under the tab Dates you can indicate Use by/Best Before and Production date, if relevant. This is necessary to manage your inventory using the FEFO principle - First Expiry First Out.

As soon as you have created your lots, you can change the Supply Status by ticking the box to the left of the lot and clicking Change Supply Status. Supply status is set to Expected as a default. It can be changed to Confirmed, In Transit, and On Location. To start disposing the lots, the supply status must be set to Confirmed as a minimum.

You can change between the tabs Purchased Lots, Service Lines, Deliveries, Budget, Expenses, and Documents on the order.

To create an Order Confirmation, go to the tab Documents. Learn about Documents.

Dispatch and receive order

When you have received or dispatched an order, you can easily mark it received/dispatched by using the quick buttons Dispatch order and Receive Order in the upper right corner of the order. Read more about Deliveries.

Request for Quotation

You can choose to create a Request for Quotation in stead of a purchase order.

  1. Click Orders in the top menu and select Purchase.
  2. Click the button Create  and select Request for Quotation.
  3. The rest of the procedure is the same as for the purchase order.

You can change the status from Request for Quotation to Purchase Order or Cancelled at a later stage. To do this, go to Order Details.


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