Purchase Order Entry/Maintenance

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	Vendor Code - Enter vendor code or click to search. Supplier Address - The suppliers name and billing address is shown. Supp Contact Name - The supplier contact name is shown. Supp Contact Phone - The supplier contacts phone number is shown.
	Deliver/Pickup - Users can choose by clicking the drop down arrow to either Deliver To or Pick Up From Del Code - Enter the delivery code that relates to the delivery address the purchase order will be sent to. Multiple delivery codes/addresses can be stored for each supplier. Delivery/Pick Up Address - The address for the delivery code that has been selected. Del to Contact Name - The contact name for the delivery address will be displayed. Del to Contact Phone - The contact phone number for the delivery address will be displayed. ETA/Due Date - The date the goods are due to be delivered. This will automatically populate based on the lead time in the Vendor Masterfile and can be changed if required. Ship Via - The shipping method that will be used to ship the goods. Please refer to Ship Via/Courier Masterfile Maintenance for more information.
	Order Date - The date the purchase order was created W/H Code - The warehouse code the goods are being ordered for Exclusive Buy-In - When ticked the purchase order will become an exclusive buy-in order, users will then be required to enter the sales order number for the exclusive buy-in to link them together Ordered By - Name of users who created the order
	Standard Messages - If a standard message for the selected vendor has been entered it will be displayed
	Only applicable for Overseas Vendors: Overseas Import/Purchase - When ticked the purchase order will become an overseas/import order Currency - The currency the goods are being purchased in Forex Rate - The foreign exchange rate for the selected currency Port of Disxharge - The port of discharge
	Cancel Order - Will cancel the selected purchase order Exit (F4) - Will close the screen and a pop-up will ask users if they are sure they want to exit without updating changes Print Order (F7) - Allows users to print the selected purchase order Next (F6) - Navigates users to the Lines tab

Purchase Order Entry/Maintenance - Lines Tab Screen

	The Line Detail section is where the product details are entered into the purchase order, each product entered will show as a separate line when added. •Line - Displays the line number that the product relates to. •Product - Enter or search for the BBS product code for the product that will be added to the order, when the product code has been entered the UOM (unit of measure), conversion factor (CVF) and product Description will automatically populate. The UOM will default to the suppliers purchasing UOM for the product if one has been selected for the product for this supplier in the supplier details tab of Product Masterfile Maintenance. The UOM can be changed between the supplier's purch UOM and the stock UOM if required and the CVF will then adjust accordingly. •Line Comm - Users can enter a line comment about the product if they wish. Clicking the will allow users to add multiple lines. •Supp Part - The suppliers product code •Qty to Order – Enter the quantity to be ordered. •Qty Rec'd – When maintaining a purchase order the quantity already receipted will display. •Cost Price - Displays the cost price for a single unit of the product •Discount - A discount percentage can be entered if applicable for the selected product •Extension - Displays the cost price multiplied by the quantity of the product that is being ordered. •GST - Displays the total amount of GST of the selected product being ordered, the GST amount is calculated from the extension so it will be based on the quantity ordered not the single quantity cost price. •Order For - Allows users to enter the sales order numbers for which the selected product is being ordered for •ETA/Due Date - The date the selected product is expected to be received, this can be changed if required. •Apply a Cost Markup - When ticked users can choose to select a cost price markup based on percentage or value, it can be entered as either a negative or positive figure and will add/subtract from/to the cost price when goods are received and receipted in altering the average cost price for the selected product. Note: This will not effect the Future Cost for the selected product. Not applicable for overseas purchase orders. •Clear Line - Clears the current line and removes the product from the purchase order
	Order Summary/Product Details: •Vendor Code - Displays the Vendor Code for the selected Vendor •Vendor Name -Displays the Vendor Name for the selected Vendor •Phone Number - Displays the phone number for the selected Vendor •Supp Min Order - Displays the minimum order value for the selected Vendor •Avail - Displays the available quantity of the selected product •On Order - Displays the quantity on order for the selected product •Fut Cost - Displays the future cost of the selected product •MOQ - Displays the minimum order quantity of the selected product •Cost Updated - Displays the date of when the cost price was last updated •Last buy - Displays the last buy price of when the selected product was last purchased from the selected vendor •Date - Displays the date of when the selected product was last purchased from the selected vendor •Qty - Displays the quantity received when the selected product was last purchased from the selected vendor Product Enq - Navigates users to the Global Inventory Enquiry for the selected product
	A list of the products that have been added to the purchase order will display in this screen, each product will be shown on a separate line with the product order details; •Ln - Displays the line number for each product that has been added. •Product - Displays the BBS product number and the description of the product. •Supp Item - Displays the suppliers product code. •UM - Displays the unit of measure that the product is purchased in. •Price - Displays the single cost price for the product. •Extension -Displays the price for the total quantity of the product that has been ordered. Double clicking a line will allow users to remove the product from the order or alter the quantity etc.
	Next - Navigates users to the Finalise tab. Back - Navigates users back to the Header tab.

Purchase Order Entry/Maintenance - Finalise Tab Screen

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The Order Messages section is where messages that have been added regarding the order will show. The message Type will be Visible or Hidden - Visible messages are for the supplier and will show on the documents that are provided to the supplier where Hidden messages are for the staff and will only show on internal documents. Clicking magnifying glass allows users to select from a list of standard messages for the vendor

Number 2

Order Summary – Displays the basic summary of the order including the total price of the order and freight. Freight can be added at this stage if it was not added or known earlier, users can also amend freight charges at this stage if required. Note: Freight charges entered are exclusive of GST.

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•Preview Order - The purchase order will open in PDF format on the screen.

•Back - Navigates users back to the Lines tab screen.

•Save Order (F6) - Will save the purchase order and submit it to the supplier using the Document Destination for Purchase Orders in the Vendor Masterfile.

•Save Quote (F7) - The purchase order will be saved as a quote. To proceed with the purchase order users will be required to maintain the purchase order quote and select Save Order (F6) on the Finalise tab. The purchase order will then be submitted to the supplier using the Document Destination for Purchase Orders in the Vendor Masterfile

•Cancel Order (F9) - Cancels the selected purchase order.

Purchase orders have a unique number which is generated by BBS using the next available number in the sequence. There are two ways to create a new purchase order.

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Number 1

New Order - Creates a new purchase order. When New Order has been selected a prompt will appear to enter the Vendor Code that the purchase order relates to, or click magnifying glass to search.

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Number 2

New Direct Order - Select New Direct Order to create a direct delivery purchase order for a direct delivery sales order. Please refer to Purchase Order Entry/Maintenance - New Direct Order for more information.

To edit an existing purchase order enter the purchase order number and press enter to retrieve it.

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The Purchase Order Entry/Maintenance screen is split into three sections; Header, Lines and Finalise. Each section will need to be completed in sequence and selecting the Next or Back buttons will allow users to navigate through the screens.

Complete the basic supplier and shipping information field found in the Header screen and click Next to go to the the Lines screen.

In the Lines screen enter each product as shown below and select the Add/Update Line (F7) button to save the line and add it to the list of products in the list box below. When all of the products have been added to the Purchase Order and are showing in the list box click Next to go to the Finalise screen.

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Any messages (both visible and hidden) can be added in at the Finalise screen, freight charges if applicable can also be added at this stage

The Finalise screen offers a number of different options to save the purchase order, the option selected will determine how the order is recorded (ie. it can be recorded as a quote or as an order), the order can also be previewed on the screen prior to saving/sending.

To preview the purchase order prior to sending click Preview Order.

To save the purchase order and submit it to the supplier using the Document Destination for Purchase Orders in the Vendor Masterfile click Save Order (F6).

To save the purchase order as a quote click the Save Quote (F7) button. To proceed with the purchase order users will be required to maintain the purchase order quote and select Save Order (F6) on the Finalise tab. The purchase order will then be submitted to the supplier using the Document Destination for Purchase Orders in the Vendor Masterfile

When New Direct Order has been selected users will be required to enter the sales order number of the direct delivery sales order or click magnifying glass to search, the D/D sales order delivery details and products will automatically populate as per the D/D sales order.

Purchase Order Entry/Maintenance - New Direct Order Screen

After clicking Next (F6) the below pop up will appear informing users that the line items from the D/D sales order have been added automatically and to verify details before processing the purchase order. Once this is done the purchase order can be completed as per normal.

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When New From Existing has been selected a prompt will appear to enter the purchase order number that you would like to copy from and the supplier code for the new order so the relevant details can be pre-populated into the new purchase order. You can select the magnifying glass by each field to use the search feature to find the purchase order number, the order lines to be copied and the supplier.

New Order/Quote from Existing Screen

	Copy from Existing Quote/Order: Purchase Order - Enter the order number you wish to copy from or click to search Original Supplier - Displays the supplier code and name that the selected order number was originally created for Original Date - Displays the date the selected order was originally created
	Select Order Lines - Clicking the allows users to select the purchase order lines that should be copied to the new purchase order.
	To New Order: Supplier - Enter the Supplier code you wish to copy the Order to or click to search W/H Code - Enter the warehouse code of where the goods will be received (automatically populates with the default warehouse code)
	Recalculate Pricing - When ticked, BBS will recalculate the prices on each purchase order line copied across to the supplier's default price. Copy Notes/Attachments - When ticked, all the notes and attachments on the purchase order will be copied across to the new purchase order. If there are files attached, these will be duplicated and renamed to include the new purchase order number to avoid overwriting another attachment.
	Create New Order - Will create the new purchase order allowing users to make any necessary changes required prior to saving.

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