Purchase Orders can either be created from ‘Create Planned Orders’ on the Requirements screen, or created manually by clicking on Purchases > Purchase Orders > New Order and entering the data set out below.

Orders created from ‘Create Planned Orders’ on the Requirements screen will not have been sent to the supplier(s) and will need first to be validated.

Click on Purchases > Purchase Orders then tick the box at the end of the appropriate line and click Edit Order and amend the following as necessary:

• Description – if required, a description by which the supplier will know this order such as a project reference
• Supplier reference – if required, supplier reference for this order such as a drawing number or quote reference
• Item Name – the item being ordered
• Supplier Ref – the supplier’s part number or stock reference for this item
• Price – if Price Type is ‘Net Value’ enter value (excluding VAT if VAT registered) for this line item, else if Price Type is ‘Unit Price’ enter value each and then enter a quantity in the line item Quantity box (defaults to the value, if any, held on the item stock record)
• Price Type – either ‘et Value’ or ‘Unit Price’
• Quantity – quantity required (relates to pack size)
• Pack Size – the supplier pack size or unit of measure for this item (defaults to the value (if any) held on the item stock record)
• Conversion Rate – the supplier pack size conversion rate for this item (defaults to the value (if any) held on the item stock record) which will multiply the order/ delivered quantity to create the stock quantity received
• Due – required date for delivery/ collection of this order item
• Select – a tick here will enable you to add a description, or repeats of the line item, or delete the line item
• Note that additional line items can be added to this order by clicking ‘+ line item’.

Click Update to update the order on the system database without printing or sending to the recipient, Update and Send to create the document and create a print file which can then either be printed and sent, given, or e-mailed to the recipient, or Cancel to discard the document without saving to the database.