PURCHASES¶

To Create Purchase Orders¶

Click Purchases on the navigation bar
Click the Add Purchases button and the Create Purchase Order page is displayed:
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

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

Once completed, click the Proceed With Purchases 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
- 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.

To Receive a Purchase Order¶

Once the Purchase Order is Authorized, click the Receive Order 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.

To Receive an Overseas Purchase Order¶

Once the Purchase Order is Authorized and Charges are confirmed, click the Receive Order button 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
- 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 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¶

Once the Purchase Order has been partially received, view the Purchase Order on the Purchase List. The Purchase Order should be at Receiving status.

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¶

Click Purchases on the navigation bar.
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.