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Workflow: The default is to take the default workflow (Need→Ordered→Confirmed→Received). Custom workflow can be set as default on the user profiles. Option to set an amount limit for status changes, i.e. a requirement for approval for amounts greater than the specified amount limit. For details about this please see: 15.12.2 Workflow (WO/PO)
Supplier: The supplier to be ordered from. When this is selected, the function to insert order lines will be visible at the bottom of the screen.
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Our ref.: By default, this is set as the person creating the purchase order. If you wish a different person to be set as ‘Our ref.’, you can select this person here. The person must already have been inserted as a contact on the company’s address card. There is a separate filter in the purchase order list for ‘Our ref.’. Also note that by using the 'Arrival registered' function, a notification will also be sent to the person listed as 'Our ref.'.
Cost carriers (Project/Asset/Department/Objective/Carrier): Cost carriers that are selected will automatically also be added to the purchase order lines that are created in this order. Deposit transactions (via goods receipt) will be marked with the selected cost carriers. There is a separate button for updating all the purchase order lines if a cost carrier is changed on the purchase order. Note: If you also want to insert an asset as a cost carrier, it may be helpful to insert this first, since the other cost carriers will be overwritten with any that are connected/linked to the asset.
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Delivery: Delivery address is taken by default from the addressee that has been set in ‘System settings’. If Preselection [IO] = Delivery [Purchase] has been set on the user profile, the default delivery address of the selected addressee is taken (must be set as supplier) here when the user creates a purchase order. Note: If you remove the selected delivery ZIP-code, you will have the option of entering freely selected ZIP-code as free text.
Invoice recipient: Invoice address is taken by default from the addressee that has been set in ‘System settings’. If Preselection [IO] = Invoice [Purchase] has been set on the user profile, the default invoice address of the selected addressee is taken (must be set as supplier) here when the user creates a purchase order.
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Purchase Order Lines: One or more purchase order lines can be created in a single operation via the plus button. When articles are to be selected, it is indicated in column 'IO' whether the article(s) is already on another purchase order. The number in blue (need) and in red (on order). Also note that the 'Quantity' column shows the Lot Size, and it is this quantity that is entered on the order line.
Order Quantity, Price, discount etc. Price and discount can be amended directly in the purchase order lines. In addition, the storage and location can be changed on the lines before they are placed in order. The purchase order line can be edited and various additional information, such as accounting (cost carriers) etc. can be updated. If several lines are selected, these can also be updated by the mass update function. The supplier’s article info and remarks that are inserted will be included on the default purchase order PDF printout.
Note: A new article can be created at the same time as it is entered as an order line, and the new article can also be linked to assets here.
Note: Purchase order lines in status 'Ordered' or 'Confirmed' can be mass updated to status 'Cancelled'.
Document: Upload new documents or link already uploaded documents to the purchase order.
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Confirmed: When the supplier confirms the order, delivery number and delivery date, the order can be set to ‘Confirmed’ status.
Goods receiptReception: When an order has the status ‘Ordered’ or ‘Confirmed’, the button for goods receipt is available. Price, stock number and location can be changed in the goods receipt screen, and documents such as packing slips etc. can also be uploaded. Note: It is possible to set up that it should only be possible to receive goods when the purchase order is in the status 'Confirmed'. This can be activated in 'System settings - Purchasing' 16.1.0 System Settings
Invoice controlled: Purchase order lines that have been received can be set to invoice controlled. Invoice-controlled purchase order lines are marked with a hook. When all the lines are invoice-controlled, this is indicated with a hook in the purchase order list view.
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