**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 Code - Search for items by Vendor - Search for items by Type - Apply Filters button to search for items - Reset Filters button to remove all filters - Click the green plus button to add an item to the Cart - Click the red minus button to remove an item from the Cart - Add a Quantity - Select a Vendor - Apply V.A.T. to individual items - Change Unit of Measure - Change Unit price - Enter Quantity - Change Currency (if applicable) - Click Clear to remov all items from the Cart - **Actions** button to create a new item |Create_Purchase.png| *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| 4. 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 Purchase 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 Net Value (Apply Pervious GRNs) - **Update** button to save order - **Close** button to cancel order - **Purchase List** butto to go back to Purchase List page - **Authorize** button t authorize purchase order - After an overseas purchase order has been authorized, the **Charges** will be visible - **Confirm Charges** |Confirm_Charges.png| - **Deauthorize** button to deauthorize purchase order (can only be seen after the transaction has been authorized) - Send to Vendor (based on if the vendor has an email) - Marked Delivered - **Actions** button to Create new items - **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 *Note: Service Purchase Orders can only be created if the item selected has a service type.* |Edit_Purchase.png| |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: - Select Invoice Date (defaults to the same a Purchase Order) - Select a Vendor (defaults to the same as Purchase Order) - Enter an Invoice Number - Upload a file - On overseas invoices, the Charges will be visible - Select the location where the items are received to - Change V.A.T. - Change Case UoM - Enter the received quantity - Enter discount ($ or %) - Edit Net Value (automatically calculated when the received amount is entered) - Select a location - Enter a Batch Number - Select Expiration Date - 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 Invoice *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.* |Receive_Page.png| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- **To Receive an Overseas Purchase Order** ---------------------------------------- 1. Once the Purchase Order is **Authorized** and **Charges** are confirmed, click the **Receive Order** button |Receive_Order.png| and the Receive Order page is displayed: - Select Invoice Date (defaults to the same as the Purchase Order) - Select a Vendor (defaults tot the same as the Purchase Order) - Enter an Invoice number - Upload a file - Verify Charges |Charges.png| - Select the location where the item are received to - Change V.A.T. - Change Case UoM - Enter received quantity - Enter discount ($ or %) - Edit Net Value (automatically calculated when received amount is entered) - Select a location - Enter a Batch number - Select Expiration date - Apply Defaults (this automatically applies the Default V.A.T. option, Order Quantity, Default Locations and Net Value) - **Save** button to save the receive note - **View Summary** |View_Summary.png| button to view the Receive summary page |Receive_Summary.png| - **Edit Receive Data** button to go back to the receiving page - **Receive** button to receive the Invoices ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- **To Receive Partial Invoices** -------------------------------------- 1. Once the Purchase Order has been partially received, view the Purchase Order on the Purchase List. The Purchase Order should be at Receiving status. |Receiving_Status.png| 2. Click the magnifying glass to view the Purchase Order. - Select Invoice Date (defaults to the same as the Purchase Order) - If the remainign quantity will not be delivered, click the Process button to close the PO. - If the remaining quantity is delivered, click the receive order button - Enter an invoice number - Click apply defaults and the remaining quantity will show - **Receive** button to receive the Invoice fully ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- **To Search and View Purchase Orders** -------------------------------------- 1. Click **Purchases** on the navigation bar. 2. The **Purchases** main page is displayed: - Search by Item SKU, Description or Code - 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 Request authorization for selected (once at open status) - **Actions** button to Authorize selected (once at open status) - **Actions** button to to Export selected as PDF (only seen if a transaction has been clicked/selected) - **Actions** button to Export (with departments) selected as PDF - **Actions** button to Clear selection - Click the magnifying glass on a transaction to view it. |Purchase_Filters.png| .. |Add_Purchase.png| image:: ./docsimages/Add_Purchase.png :scale: 40% .. |Create_Purchase.png| image:: ./docsimages/Create_Purchase.png :scale: 90% .. |Proceed_With_Purchase.png| image:: ./docsimages/Proceed_With_Purchase.png :scale: 50% .. |Vat_Button.png| image:: ./docsimages/Vat_Button.png :scale: 90% .. |Currency_Button.png| image:: ./docsimages/Currency_Button.png :scale: 50% .. |Edit_Purchase.png| image:: ./docsimages/Edit_Purchase.png :scale: 90% .. |Receive_Order.png| image:: ./docsimages/Receive_Order.png :scale: 50% .. |Link_Locations.png| image:: ./docsimages/Link_Locations.png :scale: 90% .. |Receive_Page.png| image:: ./docsimages/Receive_Page.png :scale: 90% .. |Purchase_Filters.png| image:: ./docsimages/Purchase_Filters.png :scale: 90% .. |Confirm_Charges.png| image:: ./docsimages/Confirm_Charges.png :scale: 80% .. |Charges.png| image:: ./docsimages/Charges.png :scale: 90% .. |View_Summary.png| image:: ./docsimages/View_Summary.png :scale: 50% .. |Receiving_Status.png| image:: .docsimages/Receiving_Status.png :scale: 80%