Create New Purchase Order

Create New Purchase Order

Procurement allows you to order goods from suppliers using a purchase order, either through a ordering report, overselling or manually.

Setup and Options on Purchase Order

Purchase orders have a number of options, fields and possibilities.

Selecting a Supplier

After choosing to create a new purchase order, you must select a supplier. You will only be able to add products once a supplier has been selected.

1. Selecting a supplier 
   Start by selecting which supplier you want to order from. 
   Click in the "Select Supplier" field and find the supplier you want to order from. After the list has loaded, you can also search for the supplier you want.
2. Supplier's email address 
   The email address that is filled in is retrieved from the supplier page in Acendy (Product Catalog > Suppliers) but can be overwritten per purchase order. 
   Changing the email address on a purchase order will only apply to that particular purchase order.
3. Reference 
   Optional field and can be used if needed. The reference will be visible and searchable in the overview.
4. Name of purchase order 
   After a supplier is selected, the name of the purchase order will include a prefix based on the supplier's name. 
   It is also possible to change the name manually, just click in the name field to edit and the change is saved automatically as you click somewhere else on the page.

Autosave

After the supplier is selected, autosaving of the purchase order starts. Every change in the purchase order will be saved immediately.

Document Archive

The document archive allows you to upload files related to the purchase so that they can be collected in one place. The files are internal and are not sent to suppliers or customers.

More Fields

1. More fields 
The top of the section shows a summary of the choices/settings that have been made. Can be minimized to save space.

2. Comment 
Optional to use but practical to have! The comment field supports 5000 characters. 
NB! Comments on the purchase will be visible on the email/PDF that is sent to the supplier.

3. Date, shipping and exchange rate

• Date created: 
  The date the purchase order was started. This date cannot be changed. 
   
• Expected delivery 
  The date when the goods are expected to be in stock. 
  Press the arrows to synchronize "Expected delivery" with "Date available" on ordered goods that have not been received. "Date available" is only updated if the available stock is less than 1.
• Shipping cost excl. VAT 
  In this field you can add shipping costs to the purchase. Under global settings you choose whether the shipping cost should affect the total cost. 
  If the setting is set to include shipping costs in the cost summary, it will affect the total cost and estimated profit. 
  Shipping costs do not affect the total product margin. 
  The currency of shipping also follows the currency of the purchase, so if you have a purchase in EUR, the shipping will also be filled in in EUR.
• Exchange rate (only applies to "Extended supplier support) 
  Support for setting your own exchange rate on the purchase, which in turn will affect the conversion of purchase prices and margins. 
   

4. Metadata / locked information 
The fields here are locked and cannot be changed.

• Created by 
  Name of the employee who created the purchase order.
• Submitted by 
  The name of the person who submitted the purchase order to the supplier, or marked the purchase order as sent.
• Sent to supplier 
  Date when the purchase order was sent to the supplier, or marked as sent, and received the status "Sent".

Actions

In the "Actions" menu there will be different choices depending on the status of the purchase order.

Order Lines on Purchase Order

Add Item to Purchase Order

Adding products to a purchase order is very easy. Just search for the product name or item number and click on the product you want to add.

After the product has been added to the purchase order, you can change the quantity and adjust the purchase price.

Products with variants 
When searching for products with variants, the result will only show the main product until you select the product in question. When the product is selected, all variants will be listed and you can easily check the ones you want to add to the purchase order.

NB! 
You cannot search by name or item number of the variant - always search for the main product and then select the variant.

Prices and Margin

On each item line, you have the option to change the purchase price and retail price (sales price). Changing these will affect the margin as well as the total cost and profit.

Prices in blue indicate that you can click on them to make changes.

After you have made a change, you will see the original price with a strikethrough at the bottom. 
The original price is taken directly from the product card in the control panel and shows the price and margin based on how the product card is set up.

When receiving goods, you have the option to update the product card with the new prices, so that the margin on future sales is correct.

Item Lines - Fields and Choices

Below is an overview of all the fields on an item line for a purchase order that is in draft.

1. Select item line 
   Used for moving reservations, pre-orders, etc.
2. Item number 
   The item number of the item. Retrieved from the product card.
3. Product 
   The name of the product. The button (icon) in front of the name opens the product page in a new tab.
4. Art.nr. supplier 
   The supplier's item number. Retrieved from the product card, unless "Extended supplier support" is active, in which case it is retrieved from the selected supplier.
5. Available 
   The product's available stock balance.
6. Procurement 
   Number that is in the purchase.
7. Exists in other purchase orders 
   If an item line is in several purchase orders that have not been received in stock, you will see a blue icon to the right of the purchase field.
8. Purchase price 
   The item's purchase price. The price is taken from the product card but can be overridden per purchase order.
9. Margin 
   The item's margin. Calculated from the purchase price and retail price excl. VAT. If the margin is on two lines with a strikethrough at the bottom, it indicates that a new purchase price, retail price or both have been set on the purchase, which deviates from the prices on the product card.
10. Retail price excl. VAT 
    The item's retail price excl. VAT, retrieved from the product card. Editable and can be overridden per purchase order. If the retail price is on two lines with a strikethrough at the bottom, it indicates that a new retail price has been set on the purchase if it differs from the price on the product card.
11. Retail price incl. VAT 
    The item's retail price incl. VAT, retrieved from the product card. Editable and can be overridden per purchase order. If the retail price is on two lines with a strikethrough at the bottom, it indicates that a new retail price has been set on the purchase if it differs from the price on the product card.
12. Location 
    The value of the field is taken from the product card.
13. VAT 
    The item's VAT rate
14. Total (kr) 
    The sum of the purchase price and the number of the current item line.
15. Actions on the item line
    1. Reset purchase price 
       Reset the price to the original purchase price of the product.
    2. Reservations 
       The bookmark icon refers to reservations. If there is a green mark with a number above it, it shows how many reservations are linked to the item line. Click on the icon to open a list of reservations.
    3. Comment on item line 
       If the icon is green with lines, it means that a comment has been entered. Comments on item lines are internal and will not be displayed to the supplier.
    4. Delete item line 
       Used to remove the item line from the purchase. The item line can only be removed if it has no reservations.

Receipt of products with tags 
Read more here: Receipt

Reservations on Item Lines

Reservations on item lines mean that the item is oversold in an order and therefore belongs to that order. Item lines with reservations are indicated by a green circle showing the number of reservations on the item line. If you click on the icon, a list of all orders reserving the item and how many reservations belong to each order will be displayed. Each order in the overview is a link so you can click directly into that order.

To remove the reservation, you can click on the cross in the overview. Removing the reservation means that the order is no longer linked to a purchase. The order will then not be updated upon receipt of goods.

Handling Deleted Products

What happens if you delete a product that is in a purchase order? In order for a purchase order to work, it needs to know the ID of all the products that have been added. If a product is deleted, it will lose its ID and the purchase order will not be able to be edited or processed.

To handle this, you will be notified if the purchase order contains rows with deleted products. The notification shows how many rows are involved and will remove them with one keystroke so that you can continue working with the purchase.