Entering a Purchase Order - Items Card (Footer)
In addition to the Currency, the Purchase Order Footer contains various running totals as described below. Whenever you add or change a Purchase Order row, these totals are updated. - OK
- You can approve the Purchase Order by clicking this check box. Once you have done this and have saved the Purchase Order, it will no longer be modifiable. If you do need to change an approved Purchase Order, first remove the check from the OK box and save.
- Usually, you do not have to approve a Purchase Order to receive goods against it, or for its Items to be included in the Purchase Order total displayed by the 'Item Status' function. Nevertheless, once you have finalised a Purchase Order, you should approve it for the following reasons:
- The functions that create Purchase Orders automatically will sometimes add Items to existing unapproved Purchase Orders instead of creating new ones.
- If you need to include several Purchase Orders on one Goods Receipt (using the fields on flip I of the Goods Receipt), you must approve the Purchase Orders in question first.
- You can use Access Groups to control who can approve Purchase Orders, who can unapprove Purchase Orders, who if anyone can create Goods Receipts from unapproved Purchase Orders and who if anyone can issue Prepayments against unapproved Purchase Orders. To do this, control access to the 'OKing Purchase Orders', 'UnOK Purchase Orders', 'Disallow Goods Receipt from not OKed Purchase Order' and 'Disallow Prepayment for not OKed Purchase Order' Actions respectively. Denying access to the 'Goods Receipt from Purchase Order' Action will prevent the creation of Goods Receipts from both approved and unapproved Purchase Orders. You can also prevent everyone from creating Goods Receipts from unapproved Purchase Orders and from unapproving Purchase Orders using the Not possible to UnOK PO and PO has to be OKed to Receive Goods option in the Purchase Order Settings setting.
- You can prevent the printing of Purchase Orders that have not yet been approved. Taken together with the previous point, this helps prevent the fraudulent creation and printing of unauthorised Purchase Orders. Please refer to the 'Printing Purchase Orders' page for details.
- References in these web pages to approved Purchase Orders are to those whose OK check box has been switched on.
- Currency
- Paste Special
Currency register, System module - Default taken from Contact (Purch. Currency) or Default Base Currency
- The Currency of the Purchase Order: the exchange rate is shown on the 'Currency' card where you can modify it only for this particular Purchase Order if necessary. Leave the field blank to use the home Currency (unless you have set a Default Base Currency, in which case this will be offered as a default and should be treated as your home Currency).
- If the Contact record for the Supplier has a Purchase Currency specified on the 'Pricing' card, you can only use that Currency. Otherwise, you can use any Currency.
- If you change the Currency after adding Items to the Purchase Order, the prices of those Items will be converted automatically and immediately using the appropriate Exchange Rate for the date of the Purchase Order.
- Pallets
- This field will display the total number of pallets you will receive on the shipment fulfilling the Purchase Order, if it contains Items that will be supplied on pallets and you have specified on the 'Warehouse' card of the Item records the quantity of each Item contained on a single pallet. This figure will be updated automatically each time you change the Quantity or the Sup. Qty of an Order Item on flip B. This feature will be most useful if you are using the Warehouse Management module: please refer to your local HansaWorld representative for full details.
- Freight
- Please refer to the description of the Fr. Cost field on flip E above for details of this field. This figure is in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module).
- Freight will not be included in the Purchase Order total, because it is possible that it will not be paid to the Supplier quoted in the Purchase Order but instead to a separate company, and therefore it should not be printed on the Purchase Order document. It is also likely that you will only be able to estimate the Freight cost when you create the Purchase Order. When you raise a Goods Receipt from the Purchase Order, this value will be copied to the Freight field in the footer of the Goods Receipt. If this field is blank, the Purchase Cost field on the 'Other' card will be copied to Goods Receipt (reduced proportionally in the case of partial Goods Receipts). Freight will be included in the Goods Receipt total. You will be able to change the figure in the Goods Receipt. If there is a difference in Freight value between the Goods Receipt and the final Purchase Invoice, the difference can be posted to a Variance Account. Please refer to the Price Variances page for details.
- Ext. Tax
- When you define VAT Code records using the setting in the Nominal Ledger, you can specify that an additional tax, such as an environmental tax, is to be levied. If the VAT Code of any of the rows of the Purchase Order is one where you have defined such an additional tax, the amount of that tax will be shown in this field, in the Currency of the Purchase Order. That amount will be recalculated as you add Items to the Purchase Order. When you create and approve a Purchase Invoice from the Purchase Order, this Extra Tax will be debited to the Tax Account specified for the appropriate VAT Code. If you have specified a Tax Min. (minimum Extra Tax amount) for a VAT Code, and the Extra Tax in a Purchase Order is less than this minimum amount, this field will be blank.
- Customs
- Please refer to the description of the Customs field on flip E above for details of this field. This figure is in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module) and by default is the sum of the Purchase Costs from the 'Price' card of the relevant Purchase Items (multiplied by the quantity).
- Customs costs will not be included in the Purchase Order total, because it is possible that they will not be paid to the Supplier quoted in the Purchase Order but instead to a government department, and therefore it should not be printed on the Purchase Order document. It is also likely that you will only be able to estimate the Customs costs when you create the Purchase Order. When you raise a Goods Receipt from the Purchase Order, this value will be copied to the Customs field in the footer of the Goods Receipt (reduced proportionally in the case of partial Goods Receipts). It will be included in the Goods Receipt total. You will be able to change the figure in the Goods Receipt. If there is a difference in Customs costs between the Goods Receipt and the final Purchase Invoice, the difference can be posted to a Variance Account. Please refer to the Price Variances page for details.
- VAT
- The VAT total for the Purchase Order.
- This figure is rounded up or down according to rounding rules set for the Currency (in the Currency Round Off setting in the System module). If the Purchase Order does not have a Currency, or the Currency in question has not been entered in the Currency Round Off setting, the rounding rules are taken from the Round Off setting (also in the System module).
- VAT is calculated after the Sum of each row has been rounded up or down according to rounding rules set in the Currency Round Off setting.
- Subtotal
- The total for the Purchase Order, excluding VAT.
- TOTAL
- The total for the Purchase Order, including VAT.
- This figure is rounded up or down according to rounding rules set for the Currency (in the Currency Round Off setting in the System module). If the Purchase Order does not have a Currency, or the Currency in question has not been entered in the Currency Round Off setting, the rounding rules are taken from the Round Off setting (also in the System module).
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Introduction to the Purchase Order Register
