Creating new purchase orders

To create a new purchase order:

1. Either:
   • click on the Set Purchase Order Search Criteria window
   • click on the Purchase Order Maintenance toolbar
   • select File > New... from the main menu when the Purchase Order Maintenance window is open
   • right click on the Purchase Order Selector grid and select New...
   • press Ctrl + N when the Purchase Order Maintenance window is open.

   The Creditor Search window is displayed.

   

2. Either:
   • Select an existing creditor:
     • Type in either the creditor's ID, name or A.B.N.

       Note: You can also search using the % symbol in a text field as a wildcard. When searching by name (given, preferred, surname and so on), you can use the % wildcard to match the records containing only the letters you specified in the order that you entered. Depending on the placement of the %, you can return many different matches from the database.

     • Click .
     • Highlight the creditor you want.
     • Click .
   • Create a new creditor:
     • Click .

     The Create New Creditor window is displayed.

     • Create a new creditor record. See Creating new creditors in the Creditors manual.

   The Create New Purchase Order - Purchase Order window is displayed.

   

3. If required, click to change the Ordered By ID.

   Tip: The Ordered By ID defaults to the current user.

4. Select the business unit and order type.
5. Select the order date, if different from today.
6. Enter any other required information about the purchase order.
7. Click .

   The Create New Purchase Order - Order Header and Trailer window is displayed.

   

8. If required, enter a comment. To enter a comment that is printed:
   • above the list of line items on the purchase order, type the information into the Header field.
   • below the list of line items on the purchase order, type the information into the Trailer field.
9. Click .

   The Details tab of the Purchase Order Maintenance window is displayed.

   

10. Enter the line items for the purchase order. See Purchase Order Maintenance - Details tab.

    Note: You may be able to leave the G/L Code fields blank at this point if you don't know the correct general ledger codes but the purchase order cannot be authorised until the G/L code fields are complete. See the Enforce G/L Code Type on the Synergetic Financial Configuration - Business Units - Purchase Orders sub-tab in the System maintenance manual.

11. Click .

    The extended cost is automatically calculated when you enter the quantity and unit cost. The tax amount is calculated based on the tax code you select.

    The purchase order is given a status of Requested, and a purchase order number is generated.

    Users with the required level of authority are able to:

    • Authorise purchase orders. See Authorising purchase orders.
    • Print purchase orders. See Printing purchase orders.
    • Email purchase orders. See Emailing purchase orders.

Note: You can update details on the purchase order at any time before it is authorised. See Maintaining purchase orders.

Last modified: 7/10/2013 5:02:32 PM

© 2013 Synergetic Management Systems. Published 15 October 2013.