When a purchase order is created, a purchase order number is created, according to the meter reading that has been set up in the ‘Purchase order’ meter reading under the ‘System’ → ‘Miscellaneous settings’ → ‘Meter’ menu. The workflow status is also automatically set to ‘Need’. 

Description: Full description of what the order applies to etc. The description is included in free text searches. 

Workflow: The default is to take the default workflow (Need→Ordered→Confirmed→Received). Custom workflow can be set as default on the user profiles. 

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. 

Your ref: Taken from the contact who is in this field on the addressee card. Note: In the blank field below this field, you can enter a new name as the contact. When the purchase order is saved, this contact will also be in the list of contacts on the supplier card. 

Address / ZIP code: Taken from the addressee card. 

To be marked: Free text field, appears by default on PDF printout. 

Payment/delivery terms: These are taken from the addressee (supplier) by default. 

Delivery date: The delivery date that is set here is passed on down to the purchase order lines. Via the mass update function within the purchase order lines (edit mode purchase order), this can be overridden at line level. 

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.’. 

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. 

Serial number: If this is activated, the asset's number/name and serial number are entered in the remark field on the purchase order lines, this if you press the specific button to update the purchase order lines. Note that there is also a check box inside the specific purchase order lines to include the serial number.

Reset [Cost carriers]: This button resets the cost carriers on the purchase order, as well as on all the purchase order lines. 

Remark: Free text field, appears by default on PDF printout. 

Comments [Purchase order]: Free text field, appears by default on PDF printout. 

Comments [Internal]: Comments for internal use only. 

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. 

Purchase Order Lines: One or more purchase order lines can be created in a single operation via the plus button. 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. 

Document: Upload new documents or link already uploaded documents to the purchase order. 

Copy: Copy the purchase order line. Particularly useful when using miscellaneous articles. Copy and edit designation, cost carriers etc. on the copied line. 

Update [Need]: This function updates the lines that are already included in the order with order quantity, and also inserts other purchasing requirements that are present against the supplier within the order. 

Ordered: Next workflow status ‘Ordered’ (when e.g. default workflow is used) can be set via a separate button or via the Email button. Goods receipt can be accessed when the order has this status. 

Email: This button/function gives the option to send the purchase order to the supplier via email with the purchase order as a PDF attachment. By default, the recipient’s email address that is on the supplier card is selected. Alternatively, recipient can be selected in the drop-down menu. You may also insert a message text, check off whether cost prices should be included in the order, and set the order to ‘Ordered’ status. A copy of this email will also be sent to the orderer. 

Confirmed: When the supplier confirms the order, delivery number and delivery date, the order can be set to ‘Confirmed’ status. 

Goods receipt: 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. 

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. 

Approved: The order can be set to ‘Approved’ status when all the purchase order lines/order have been invoice-controlled. Approved orders cannot be edited. Note: In ‘Admin’ → ‘System settings’, an email address is set up for notification when purchase orders have been set to approved.