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This text refers to program version 8.5  

Create Menu - Work Order - Purchase Order

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

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If you need to create a Purchase Order for the spare parts that you have listed on a Work Sheet, you can do so using either of the following methods:

  1. You can create the Purchase Order from the Work Sheet. This method will create Purchase Orders for the quantities in the Work Sheet without checking stock levels first. It will check the Purchase Item register and create Purchase Orders for the Suppliers in the relevant Default Purchase Item records. This method is described here.

  2. If you have created more than one Work Sheet from a Work Order, you can create a Purchase Order from the Work Order. The resulting Purchase Order will include the spare parts on each connected Work Sheet. This method will check stock levels and will only create a Purchase Order for the Items of which you have insufficient stock. It will create a single Purchase Order so the Supplier may not be appropriate for each Item. This method is described on this page.
To be able to create a Purchase Order from a Work Order successfully, the following conditions must be met:
  1. You must have saved all changes to the Work Order.

  2. The Work Order must have at least one related Work Sheet that you have not marked as OK and that includes at least one Stocked Item of which you have insufficient stock in the Location specified in the Work Sheet.

  3. The Status of the Work Order must be Started.

  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.
To create a Purchase Order from a Work Order, open the Work Order in a record window and select 'Purchase Order' from the Create menu (Windows/macOS) or + menu (iOS/Android). The function will find the Work Sheets related to the Work Order that you have not marked as OK and compare the required quantity of each listed Stocked Item with the quantity in stock. If there is any shortfall, the function will create a single Purchase Order listing the Items with insufficient stock. The Purchase Order will be opened in a new window entitled 'Purchase Order: Inspect', signifying 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 determined by comparing the quantity in stock in the Location specified in the Work Sheet with the quantity specified in the Work Sheet. The Cost Price will be taken from the 'Costs' card of the Item record.

The Purchase Order will be connected to the Work Order using the field on the 'Del. Terms' card, while each row will be related to its Work Sheet using the WS No. field on flip C. This means that if you have listed a particular Item on more than one Work Sheet, it will appear in separate rows on the Purchase Order, each with a different Work Sheet Number on flip C.

If every Item in the Purchase Order has a connected Default Purchase Item record with the same Supplier, the new Purchase Order will be issued to that Supplier. If the Items have connected Default Purchase Item records with different Suppliers, the Purchase Order will be generated with no Supplier details. You should therefore specify a Supplier before you print and/or email the Purchase Order and mark it as OK. In the case of a Purchase Order with several Items, it may be that you should source the Items from different Suppliers. If so, it is recommended that you duplicate the Purchase Order originally created by the function an appropriate number of times (by selecting 'Duplicate' from the Create menu (Windows/macOS) or + menu (iOS/Android)) and remove Items as necessary from the copies and finally from the original. The action of duplicating will ensure that the links with the Work Order and Work Sheet will be preserved in each Purchase Orders.

You can print the Purchase Orders thus created individually using the Printer icon (Windows/macOS) or by selecting 'Print' from the File menu (all platforms) or as a group using the 'Forms' function in the Purchase Orders module. You can then go on to process these Purchase Orders in the normal way, creating Goods Receipts and Purchase Invoices.

After processing, save the record in the Purchase Order register by clicking the [Save] button (Windows/macOS) or tapping √ (iOS/Android). You can then close it using the close box (Windows/macOS) or by tapping < (iOS/Android). Alternatively, if you no longer require the Purchase Order, remove it using the 'Delete' function on the Record menu (which has a 'cog' icon if you are using iOS or Android). In either case, you will be returned to the Work Order window.

Please refer 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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The Work Order register in Standard ERP:

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