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titlePurchase Order

The Order Date will automatically default to the current date, however, this can be changed by using the drop-down arrow that will show a calendar or you are able to type the date manually.

The Warehouse Group - this is mandatory for the Purchase order to be saved or for you to the next tabs. You would be able to choose a Warehouse Group by the Drop-Down list. This will show a list of the Warehouse Groups that are set up in your system.

The warehouse - this is mandatory for the Purchase order to be saved or for you to the next tabs. You would be able to choose a Warehouse by the Drop-Down list. This will show a list of the Warehouse that is set up in your system.

Pickup Address - this defaults to the Supplier address however you are able to add another pickup address if different to the one that is stored against the Supplier, use the drop-down arrow in the Code field to select a pickup address.

Delivery Address - This defaults to the Warehouse address - this can’t be changed.

Shipper - If the Purchase Order is using a Shipper, please enter the code by using F11 or enter it manually if you know the name, also add any Shipping Instruction.

If the supplier has provided a Reference, you may wish to enter it in the Supplier Ref field.

Date Required - this will default to the current date however this can be changed by using the drop-down calendar.

VAT Code - This normally defaults to the Suppliers' VAT code, you may wish to change this if you require.

Discount - If the supplier you are using has a Discount this will be applied as soon as you enter the Supplier Code, you are able to change this by using the arrows or entering the amount.

The Customs Duty Paid - it defaults to been ticked - this represents if the Customs Duty has been paid. If the Stock that you are receipting the Customs Duty has not been paid, you will need to untick this box.

Enter any additional Payment Terms.

  • This will auto-populate if Terms have been set up for this Supplier but can be overtyped for this Order.

The Exchange Rate is shown compared to GBP for the Currency used by the Supplier for this Purchase Order.

When an order has been invoiced the exchange at the time of invoicing will be used.

  • The difference is known as ‘exchange rate fluctuation’.

Check the Fixed? field to fix the Exchange Rate for this Purchase Order.

  • This is used when you expect to receive the Invoice immediately and when the Stocks arrive in the future.

  • It is more generally used for En-Primeur Orders, but also Customer who buys/have Currency in advance at the Fixed Rate use this feature too.

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titleDetails

PO Details

This tab is where you can enter the items you are buying, quantity, price , and internal rotation notes:etc.

PO Line Status

Status

O

Outstanding

R

Receipted Only

I

Invoiced only

C

Complete (Invoice and Receipted)

X

Cancelled

Product

Enter an existing Product Code, the Units and Singles (and their Costs) + a Discount (as a percentage) if you want to apply one.

Select a Product Code by either pressing F11 which will bring up the Result Panel at the bottom of the screen and double click to select the Product you require or you can enter it manually.

Purchase Price

The £/Unit and £/Single fields pull their default costs from the Product Maintenance screen but can be changed.

If the Duty Paid field is checked the Duty Paid price will be pulled through, otherwise it's the Under Bond price.

  • Check the Duty Paid field to indicate that the Stock for this Purchase Order is to be landed Duty Paid.

    • Un-check this field to indicate the Stock is to be landed Under a Bond.

    • Each line will have its own status.

    • O = Outstanding

    • R = Receipted only

    • I = Invoiced only

    • C = Complete

    • X = Cancelled

    Discount will show if there is one on the Purchase Order Header. This may be entered just per line as well not for the whole order. This will be displayed as a percentage %.

    PO Line Duty Paid

    Check the Duty Paid field to indicate that the specific line on the purchase order is to be supplied as Duty Paid

    This is that you are paying the duty whether through an excise warehouse, direct payment or point of import. In this instance do not tick the option.

    PO Customer (Reserves)

    Customer field to allow lines to be receipted directly into the reserve customer accounts.

    Underneath where you enter the Products for the order, you can enter Internal Rotation Notes for each product that is on the order.

    If you click on the downward arrow symbol This will show as the screenshot to the left where you can enter the Internal Rotation Notes.

    Receipting Rotation Notes

    In general the rotation notes are automatically filled from the goods receipt EDI function within the system but should you need to enter your own notes simply expand the rotation notes section and enter the information.

    Purchasing Freight Costs

    This is the Freight section where you can select from the following choices.

    • Standard Cost Costs - this will use the Cost that is set up from the Supplier Country Code or Region, if the region has a cost then this is used as 1st choice and if not then it is the country standard freight costs which are used.

    • Fixed Cost - this is where you are able to change the Freight cost, using the up and down arrows by the Total Freight Cost and this will fixed for this Purchase Order onlyEnter your own value in the field for this specific purchase.

    • None - there will be no freight cost.

    You then see the Total Freight Cost which will show the total.

    Purchase Insurance Costs - Insurance Costs Applicable? is ticked as Defaulted when creating a Purchase Order. The Cost for this is set up in the Supplier Country Code.

    If you don't wish for Insurance Costs to be applicable untick this.

    This information comes from the standard cost setup.

    Purchase VAT Logic

    The VAT is determined by a logic workflow, you can access this below:

    https://visionsoftware.atlassian.net/wiki/spaces/VC/pages/568688890/Purchase+-+VAT+Determination

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    titleSurcharges

    This tab is used to add any additional charges to your Purchase Order

    These charges must be set up before you Invoice the Order

    The Charge field will default to the value set against the Sundry Charge Code but can be changed for this Purchase Order if required.

    The Value field will update to show the Qty x the Charge once the Order is saved.

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