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This text refers to program version 8.5  

Create Menu - Work Sheet - Purchase Order

This page describes the 'Purchase Order' function on the Create menu in the Work Sheet 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 on this page.

  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 here.
To be able to create a Purchase Order from a Work Sheet successfully, the following conditions must be met:
  1. You must have saved all changes to the Work Sheet.

  2. The Work Sheet includes at least one Stocked Item.

  3. Every Stocked Item in the Work Sheet must have a connected Default Purchase Item (a record in the Purchase Item register in the Purchase Orders module in which you have ticked the Default check box). If there is an Item in the Work Sheet that does not have a connected Default Purchase Item, this will prevent Purchase Orders from being created altogether.

  4. You must have logged in as a user who is able to create Purchase Orders from Work Sheets. You can use Access Groups to prevent certain users from creating Purchase Orders from Work Sheets, by denying them access to the 'Purchase Order from Work Sheet' 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.
To create a Purchase Order from a Work Sheet, open the Work Sheet in a record window and select 'Purchase Order' from the Create menu (Windows/macOS) or + menu (iOS/Android).

The function will create separate Purchase Orders for each Supplier in the connected Default Purchase Item records. If there is only one Supplier, a single Purchase Order will be created and 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. If there is more than one Supplier, the resulting Purchase Orders will not be opened for amendment and approval, but you will be able to find them listed in the Link Manager in the Work Sheet.

The order quantity for each Item will be the quantity in the Work Sheet row or the Minimum Order quantity in the Default Purchase Item, whichever is the greater. If there is no Minimum Order quantity in the Default Purchase Item, but there is a Normal Order quantity, then the quantity on the Purchase Order will be the Work Sheet quantity or the Normal Order quantity, whichever is the greater. Current stock levels will not be taken into account. The Cost Price for each Item will be taken from the Default Purchase Item. The Tags/Objects in the Purchase Order will be taken from the 'Date' card in the Work Sheet.

The Purchase Order(s) will be connected to the Service Order to which the Work Sheet belongs using the field on the 'Del. Terms' card. The Purchase Order(s) and the Work Sheet will be connected to each other through the Link Manager. Note that you will be able to create more than one Purchase Order for the same Items from a Work Sheet.

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.

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 Sheet register in Standard ERP:

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