PO Overview

1 When to use this form
2 Form Fields
- 2.1 Order Number
- 2.2 Status
- 2.3 Consignment Orders
3 Option Buttons (Footer)
- 3.1 Prev. Orders
- 3.2 Supplier Products
- 3.3 Cancel
- 3.4 Replicate PO
4 PO Form Tabs

When to use this form

Use this form if you are purchasing goods from your supplier that you will re-sell to your customers. and ones where you want them to go into stock in one of your warehouses.

To start to create the Purchase Orders, you have to enter the code or search in the Supplier Account field. When you have selected the Supplier that you want to use, this will auto-populate the name of the Supplier, the Short Name of the Supplier, and the Currency that this Supplier uses.

You are able to use the Search Dropdown or Manual or F11.

Form Fields

Order Number

The Order Number will be automatically generated when you save the Purchase Order - this will be a unique number.

Status

The Status will show either:

O	Outstanding	C	Complete	X	Cancelled

O	Outstanding	C	Complete	X	Cancelled

Consignment Orders

If you are not paying directly for the stock it is known as a consignment stock order, ticking this option will stop the requirements of an invoice being required for the goods.

The above are the fields shown after the purchase order has been saved and below is prior to the order being saved.

Prev. Orders

Previous Orders, will show you a listing through a pop up window of orders from this supplier for the previous number of days.

You can set the number of days in the system options settings.

To use this feature simply select individual lines clicking the SELECT check box, when you have finished click the UPDATE ORDER option which then adds those line to the purchase order lines.

Supplier Products

Provides a list of products which are provided by the supplier on the order, you can update the quantity and then save the items onto the order form.

Cancel

Cancels the purchase order

Replicate PO

Generates a copy of the purchase order ready for amending and input. Replication will require the new order to be saved before it can be used.

Previous Orders form above

Supplier Products form below

Once a Standard or Advanced (EP) Purchase Order has been saved, the order can be replicated by means of the Replicate Button which is visible after reopening the order. This will create a new Purchase Order with duplicate information taken from the original which can then be edited as required and saved.

For Advanced (EP) Purchase Order, you would need to use a Campaign, the Products would need to be part of the campaign. For more information on how to set up a Campaign please see the page.

You are able to add attachments to the Purchase order by using the paperclip. This will open the Vision Attachment Manager.

The Purchase order must be saved before using this feature

PO Form Tabs

Tabs	Description.
Purchase Order	This is the header detail for the purchase, who you are buying it from and where it is going, any transport and terms.
Purchase Order Details	This is the items you are buying, quantity and prices.
Receipting	You would use this when the goods arrive in the warehouse if you are using the goods received files (EDI) then this will be automatically entered for you.
Invoicing	Enter the invoice from your supplier here, this will record the invoice showing you what you have already receipted and it then posts the invoice to your finance system.
Returns	If you return goods to the supplier then you would use this tab.
Credit Notes	Any returned goods will be credited, this is where you enter the credit notes from your supplier and it then posts the credit note to your finance system.
Surcharges	As the tab suggests this is for any surcharges you are paying for the goods, sometimes this could be shipper or customs charges which you will be paying to the supplier along with the purchase of the items, e.g. £50 for customs clearance paid as a separate item would be added here.
Notes	This allows you to enter notes against the order, the tab should be easy to follow, you enter the text and then save once you have finished.