Entering a Purchase Item - Header

Paste Special    Item register
Enter an Item Number. You can have several Purchase Item records relating to a single Item.

The name of the Purchase Item is copied from the Item register. Change the name if necessary. When you issue a Purchase Order for the Item to the Supplier specified below, this is the name that will be used, not the one in the Item register.

Paste Special    Suppliers in Contact register
Enter the Number of the Supplier here. Make sure that you use a Supplier in which you have entered a Purchase Payment Term: some of the functions that create Purchase Orders in batches will not do so for Suppliers that do not have Purchase Payment Terms.

The name of the Supplier will appear here when you enter the Supplier Number in the field above.

You can have several Purchase Items for a single Item, allowing you to record the prices that each Supplier charges for that Item. For each Item, you can signify that one Purchase Item is its "Default Purchase Item" using this check box. This is the Purchase Item with your preferred Supplier for the Item.

The functions that create Purchase Orders in batches (e.g. the 'Create Purchase Orders' Maintenance functions in the Sales and Purchase Orders modules) will use the Default Purchase Item to determine the Supplier and the purchase price for the Item, as well as the Normal and Minimum Order Quantities.

If you have several Purchase Items relating to a single Item, but no Default Purchase Item, then the batch Purchase Order functions usually will not create a Purchase Order for that Item. The exceptions are when you have specified a Default Supplier in the Purchase Order Settings setting, when you use the 'Create Purchase Orders' function with the Maximise Order for Specified Supplier option, and when you use the 'Reordering Requirements' function without the Include Items with a Purchase Item Only option .

You cannot have more than one Default Purchase Item for a particular Item.