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This text refers to program version 8.1  

Create Menu - Purchase Order Contract - Purchase Order

This page describes the 'Purchase Order' function on the Create menu in the Purchase Order Contract record window. If you are using iOS or Android, the 'Purchase Order' function is on the + menu.

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Use the 'Purchase Order' function when you need to create a Purchase Order from a Purchase Order Contract.
For the function to create a Purchase Order successfully, the following conditions must be met:

  1. All changes to the Purchase Order Contract must be saved (use the [Save] button (Windows/Mac OS X) or tap √ (iOS/Android)).

  2. There must be at least one Purchase Order Contract row where the Ordered Quantity on flip D is less than the Qty on flip A.

  3. 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.
To create a Purchase Order from a Purchase Order Contract, open the Purchase Order Contract in a record window and select the 'Purchase Order' function from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). A single Purchase Order will be created, containing every Item on the Contract where the Ordered Quantity on flip D is less than the Qty 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 printing.

For each Item on the Purchase Order, the Quantity will be calculated by subtracting the Ordered Quantity on flip D of the corresponding Purchase Order Contract row from the Qty on flip A. Other details such as the Cost Price will be copied from the corresponding Purchase Order Contract row. The Purchase Order Contract Number will be copied to the PO Contract No. field on the 'Del. Terms' card of the Purchase Order.

You can change the Quantity in any row in the Purchase Order as appropriate. You can also remove entire rows. If you are using Windows or Mac OS X, click on the row number to the left to highlight the whole row, and press the Backspace key on your keyboard. If you are using iOS or Android, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. For example, you may not wish to purchase the full Contract Quantity at once.

You can print the Purchase Orders thus created individually using the Printer icon or the 'Print' function on the File menu, or as a group using the 'Forms' function in the Purchase Orders module.

To close the window and return to the Purchase Order Contract, click the close box (Windows/Mac OS X) or tap < (iOS/Android). You will be asked if you want to save any changes. The Ordered Quantities on flip D of the relevant Purchase Order Contract rows will be updated automatically. You may need to close the Purchase Order Contract and re-open it to see this change. If the Ordered field is now equal to the Qty in a Contract row, this will prevent the creation of further Purchase Orders from that row.

You can use Access Groups to prevent certain users from creating Purchase Orders from Purchase Order Contracts. To do this, deny them access to the 'Purchase Order from Purchase Order Contract' Action.

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

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The Purchase Order Contract register in Standard ERP:

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