Purchases

To Create Purchase Orders

  1. Click Purchases on the navigation bar

  2. Click the Add Purchases Add_Purchase.png button and the Create Purchase Order page is displayed:

  3. To Create a Purchase Order

    • Search for items by Item SKU, Description or Barcode

    • Add items to the Shopping Cart (Click the green plus button to add)

    • Remove items from the Shopping Cart (Click the red minus button to remove)

    • Apply V.A.T

    • Remove V.A.T

    • Change Unit Price

    • Add Order Quantity

    • Select the Vendor

    • Select the Order Type

    • Actions button to create new items on the fly (if required)

Note: The V.A.T Vat_Button.png button can automatically fill all line entries with the V.A.T. amount selected. The Currency Currency_Button.png button is used to change the currency on the current Purchase Order being created.

Create_Purchase.png

  1. Once completed, click the Proceed With Purchases Proceed_With_Purchase.png button and the Edit Purchase Order page is displayed:

    • Edit Purchase Code (if required)

    • Enter the Date

    • Change the Vendor

    • Select a Department

    • Select an option for Overseas Purchase (Yes/No)

    • Change the Currency Type

    • Upload a file

    • Add a note (private or public)

    • Add/Remove V.A.T.

    • Change Order Quantity

    • Change Unit price (Apply Pervious GRNs)

    • Update button to save order

    • Close button to cancel order

    • Authorize button to authorize purchase order

    • Deauthorize Purchase Order (based on permissions)

    • Send to Vendor (based on if the vendor has an email)

    • Mark Delivered

    • Actions button to Create a new item

    • Actions button to add items

    • Actions button to remove items

    • Actions button to Copy items to purchase cart

    • Actions button to Duplicate purchase

    • Actions button to Export as PDF

    • Actions button to Export with Departments as PDF

      Edit_Purchase.png

To Receive a Purchase Order

  1. Once the Purchase Order is Authorized, click the Receive Order Receive_Order.png and the Receive Purchase Order page is displayed:

    • Enter the Invoice Number

    • Select Received Date

    • Select the location where the items are received to

    • Change VAT option

    • Apply Defaults (this automatically applies the Default VAT option, Order Quantity, Default Locations and Net Value)

    • Save button to save the Receive Note

    • Receive button to receive the Purchase Orders

Note: The Receive Order button would not be displayed until the Purchase Order is at Authorized status. The V.A.T Vat_Button.png and Link Locations Link_Locations.png button can automatically fill all line entries with the V.A.T. amount and Location selected. Before receiving, please verify that the Sub-total, Discount, V.A.T. and Grand-Total values match the values on the corresponding invoice.

Receiving_Page.png

To Search and View Purchase Orders

  1. Click Purchases on the navigation bar.

  2. The Purchases main page is displayed:

    • Search by item SKU, by item Description or Barcode

    • Search by Vendor

    • Select Date Range

    • Search by Status

    • Search by Purchase Order Code

    • Search by Department

    • Search by Created By

    • Show requiring my authorization

    • Apply Filters button to search for items

    • Reset Filter button to remove all filters

    • Actions button to view/order from the shopping list

    • Actions button to Import Purchase

    • Actions button to bulk Authorize selected Purchase Orders

    • Actions button to bulk Print selected Purchase Orders

    • Actions button to clear selection

      Purchase_Filters.png