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This text refers to program version 8.5  

Create Menu - Project Budget - Purchase Order

This page describes the 'Purchase Order' function on the Create menu in the Project Budget 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 Stocked Items and/or purchases listed in a Project Budget, open the Project Budget in a record window and select 'Purchase Order' from the Create menu (Windows/macOS) or + menu (iOS/Android).

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

  1. You must have saved any changes that you have made to the Project Budget.

  2. There must be at least one Stocked Item or purchase in the Project Budget, and you must have configured the Project Item Handling setting so that these are to be transferred to Purchase Orders.

  3. The Project Budget should not be connected to a Project whose Status is No More Transactions or Finished.

  4. You must have logged in as a user who is able to create Purchase Orders from Project Budgets. You can use Access Groups to prevent certain users from creating Purchase Orders from Project Budgets, by denying them access to the 'Purchase Order from Project Budget' Action.

  5. 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 will create a single Purchase Order that will include all valid Items from the Project Budget are included. The new Purchase Order 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.

The Purchase Order will contain the following Items:

  • All Stocked Items in the Project Budget will be included in the Purchase Order if you are using the Stocked Items Only On Purchase Orders or the Both options in the Project Item Handling setting.

  • All purchases in the Project Budget will be included in the Purchase Order if you are using the Allow Plain Items On Purchase Orders option in the Project Item Handling setting.

  • If you have already created a Purchase Order from the Project Budget, the next Purchase Order will only include the Items and/or additional Quantities that you have added to the Project Budget since you created the previous Purchase Order.
The order quantity for these Items will be taken from the Project Budget: no attempt will be made to reconcile demand with stock levels. The Cost Price will be taken from the 'Costs' card of the Item records. The Tags/Objects will be taken from the Project Budget.

Because no reference is made to the Purchase Item register, the Purchase Order will be generated with no Supplier details. You should therefore specify a Supplier before you print the Purchase Order. Bear the following points in mind:

  • When you specify the Supplier, the rows in the Purchase Order will not be updated with information from the relevant Purchase Items. So, the prices may not be correct for the Supplier, and the Supplier Item and Supplier Unit will not be brought in.

  • If the Purchase Order includes several Items, it is likely that you would need to source them from different Suppliers. If so, specify a Suppler and then remove the Items that are not purchased from that Supplier. Save the Purchase Order and then return to the Project Budget to create subsequent Purchase Orders for the removed Items.
The Purchase Order will be connected to the Project using the field on the 'Terms' card, while each row will also be related to the Project using the field on flip C. The Purchase Order and the Project Budget will also be connected to each other through the Link Manager.

As already mentioned, if you have already created a Purchase Order from the Project Budget, the next Purchase Order will only include the Items and/or quantities that are not included in the first one. This is controlled using the Purchase Orders that are listed in the Link Manager of the Project Budget. If you remove a Purchase Order from the Project Budget's Link Manager, or if you use another method to create a Purchase Order (e.g. you add a Purchase Order directly to the Purchase Order register and specify the Project in the Purchase Order but do not place the Purchase Order in the Project Budget's Link Manager), the Items and quantities in subsequent Purchase Orders that you create from the Project Budget may not be as expected.

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. However, you must create the Purchase Invoices from the Purchase Orders, not from the Goods Receipts. Goods Receipts do not carry Project information, so if you create a Purchase Invoice from a Goods Receipt, it also will not have any Project information and so it won't generate Project Transactions when you mark it as OK.

To close the Purchase Order window and return to the Project Budget, click the close box (Windows/macOS) or tap < (iOS/Android). You will be asked if you want to save any changes.

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.

If you need Project Budgets to pass through an approval process before you can create Purchase Orders from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status options on the 'Members' card of the Project Budget window for brief details about the approval process and here for full details.

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The Project Budget register in Standard ERP:

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