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This text refers to program version 4.0  

Operations Menu - Purchase Order

This function is used to create back-to-back Purchase Orders: Purchase Orders for Items on Orders that cannot be fulfilled from stock. The Purchase Orders will be saved in an unapproved state. You can then print them in a single batch, using the 'Documents' function on the File menu or the [Documents] button in the Master Control panel having first selected 'Purchase Orders' from the Modules menu. Please click here for more details about printing Purchase Orders.

In contrast to the other functions on the Operations menu of the 'Orders: Browse' window, this can be applied to several Orders at once. To do this, highlight the Orders to which it is to be applied by clicking while holding down the Shift key. Then, select the function from the Operations menu.

In determining the Items for which Purchase Orders will be raised, the following conditions must be met:

• The Items to be purchased must be Stocked Items (recorded on the 'Pricing' card of the Item screen).
  

• The Items to be purchased must be registered as Purchase Items in the Purchase Orders module. For each Item there must be one Purchase Item with a Supplier specified and with the Default check box switched on (known as "Default Purchase Items"). Please refer here for details of Purchase Items.
  

• If an Item does not have a related Default Purchase Item, it will still be included in a Purchase Order if you have specified a Default Supplier in the Purchase Order Settings setting. If no Default Supplier has been specified, Purchase Orders will not be raised for Items that do not meet the criteria in the two points above.

Selecting the 'Purchase Orders' function will cause an appropriate number of Purchase Orders to be created in the Purchase Order register. This may take a few moments, depending on the number of Purchase Orders to be created. In determining how many Items are to be ordered, Hansa will take into account the quantity on the Sales Order and the stock level.

Note that the purpose of this function is to create Purchase Orders for goods that are needed to fulfil outstanding Sales Orders ("back-to-back" Purchase Orders) in one single step. It is effectively the 'Create Purchase Orders' Maintenance function with no options. The Per Sales Order option of that function is used so, if there is more than one Order for the same Item, the function will not aggregate the quantities on a single Purchase Order. It will create the same number of separate Purchase Orders as there are Orders for that Item. The Cost Price will be taken from the Default Purchase Item. In the case of an Item that does not have a related Default Purchase Item and if you have specified a Default Supplier, the Cost Price will be taken from flip C of the relevant Sales Order row. If this does not suit your requirements, use the 'Create Purchase Orders' Maintenance function instead. If you need to create Purchase Orders for Items that have fallen below their minimum stock level, use the 'Create Purchase Orders' function on the Operations menu of the 'Purchase Orders: Browse' window.

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