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This text refers to program version 4.2  

Operations Menu - Create Purchase Order

Use this function to create a Purchase Order for any spare parts required to complete a repair (i.e. for Stocked Items on Work Sheets that cannot be supplied from stock).

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

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

2. The Work Order must have at least one related unapproved Work Sheet on which a Stocked Item has been used of which there is insufficient stock.
   

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.

The function finds all unapproved Work Sheets related to the Work Order and compares for each Stocked Item thereon the quantity required with the quantity in stock. If there is any shortfall, a single Purchase Order is created on which all Items of which there is insufficient stock are included. This is 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 is determined by comparing the quantity in stock with the quantity specified in the Work Sheet. The Cost Price is taken from the 'Costs' card of the Item record.

The Purchase Order is related to the Work Order using the field on the 'Terms' card, while each Item is related to its Work Sheet using the field on flip C. This means that if the same Item is specified on more than one Work Sheet, it will appear in separate rows of the Purchase Order, each with a different Work Sheet Number on flip C.

Because no reference is made to the Purchase Item register, the Purchase Order is generated with no Supplier details. You should therefore specify a Supplier before you print and approve the Purchase Order. In the case of a Purchase Order with several Items, it may be that these Items should be sourced from different Suppliers. If so, it is recommended that you duplicate the Purchase Order originally created by the function an appropriate number of times (using the [Duplicate] button in the Button Bar) and remove Items as necessary from the copies and finally from the original. The action of copying will ensure that the links with the Work Order and Work Sheet are preserved in all such Purchase Orders.

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 Work Order, click the close box. You will be asked if you want to save any changes.

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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