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Operations Menu - Create Purchase Order

Use this function to create a Purchase Order for any Stocked Items and/or purchases listed in the Project Budget.

For the function to create a Purchase Order successfully, the following conditions must be met:

  1. All changes to the Project Budget must be saved (use the [Save] button).

  2. There must be at least one Stocked Item or purchase in the Project Budget, and the Project Item Handling setting must be configured so that these are to be transferred to Purchase Orders.

  3. The Project Budget belongs to a Project that has been marked as Finished or No More Transactions.

  4. Finally, the function will not create a Purchase Order if there is no valid record in the Number Series - Purchase Orders setting (in the Purchase Orders module). This problem will usually occur at the beginning of a new year.
The function creates a single Purchase Order on which all valid Items from the Project Budget are included. This is opened in a new window, entitled 'Purchase Order: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Purchase Order will contain the following Items:

  • All Stocked Items in the Project Budget will be included in the Purchase Order if you are using the Stocked Items Only On Purchase Orders or the Both options in the Project Item Handling setting.

  • All purchases in the Project Budget will be included in the Purchase Order if you are using the Allow Plain Items On Purchase Orders option in the Project Item Handling setting.
The order quantity for these Items will be taken from the Project Budget: no attempt is made to reconcile demand with stock levels. The Cost Price is taken from the 'Costs' card of the Item record. The Objects are taken from the Project Budget.

The Purchase Order is related to the Project using the field on the 'Terms' card, while each Item is also related to the Project using the field on flip C.

Because no reference is made to the Purchase Item register, the Purchase Order is generated with no Supplier details. You should therefore specify a Supplier before you print and approve the Purchase Order. In the case of a Purchase Order with several Items, it may be that you should source these Items from different Suppliers. If so, it is recommended that you copy the Purchase Order originally created by the function an appropriate number of times (using the [Duplicate] button in the Button Bar) and remove Items as necessary from the copies and finally from the original. The action of duplicating will ensure that the links with the Project are preserved in all such Purchase Orders.

You can print the Purchase Orders thus created individually using the Printer icon or as a group using the 'Documents' function in the Purchase Orders module.

There is no restriction on the number of Purchase Orders that you can create from a single Project Budget record.

To close the screen and return to the Project Budget, click the close box. You will be asked if you want to save any changes.

Please click here for a full description of the Purchase Order screen, including detailed information about printing, and about creating Goods Receipts and Purchase Invoices.