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This text refers to program version 5.3  

Operations Menu - Create Purchase Order

Use this function to create a Purchase Order from the Internal Order.

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

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

2. The Internal Order must belong to an Internal Order Class that permits the creation of Purchase Orders.
   

3. There must be at least one Internal Order row where the P/Ord Quantity on flip B is less than the Order Quantity on flip A.
   

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.

When you select the function, the 'Specify Create Purchase Order' window will open, asking you to specify a Supplier:

Choose a Supplier, using 'Paste Special' if necessary, then click the [Run] button.
A single Purchase Order will be created, containing every Item on the Internal Order where the P/Ord Quantity on flip B is less than the Order Quantity on flip A. It will be 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.

For each Item on the Purchase Order, the Quantity will be calculated by subtracting the P/Ord Quantity on flip B of the corresponding Internal Order from the Internal Order Quantity. The Cost Price will be taken from the Purchase Item for the Item/Supplier combination or from the 'Costs' card of the Item record.

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.

To close the screen and return to the Purchase Order, click the close box. You will be asked if you want to save any changes. The P/Ord Quantity on flip B of the relevant Internal Order rows will be updated automatically. You may need to close the Internal Order and re-open it to see this change. If the P/Ord field is now equal to the Quantity in an Internal Order row, this will prevent the creation of further Purchase Orders from that row.

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.

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