The Orders feature allows you to set up purchase orders and then perform various actions such as converting an order to an invoice, setting up delivery record and removing order records. This topic provides the links to the steps to perform the various actions.

A new feature has been added that lets the user search a Purchase Quote/Order using the Note 
mentioned while creating or editing it. Users can now search for a specific Purchase 
quote/order by typing the keyword used on notes.

• Setting up a Purchase Order Record
• Viewing Purchase Order Details
• Copying Order Record
• Emailing Purchase Order
• Converting Purchase Order to Invoice
• Setting the Purchase Order Delivery Status
• Removing Purchase Order

Setting up a Purchase Order Record

You can set up a purchase order record and during the course, set it as an invoice or a cancelled order. To set up a purchase order, complete the following steps.

1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click Add Order.

   Tip

   Skip a few steps to move to the Purchase Order page by doing the following.

   Move the cursor over Create New.

   From the quick menu, click Order.

4. The Purchase Order page appears. Enter the required details to set up the purchase order.
5. To save the purchase order record, click [Save].

   FIELD	STEP
   SUPPLIER	To select the required supplier, click on the field and then select the supplier name. To set up a new supplier on the go, click . This is a mandatory input.
   ORDER NUMBER	Depending on the settings, the order number is auto-generated or can be custom-defined. To view the steps to set up the order numbering, click here.
   REF. NO.	Enter a unique reference number.
   STATUS	You can set up one of the following status: Open: The order is in open state; Invoiced: The order is invoiced. After saving the order, you can locate the invoice in Purchases > Invoices & Credit Notes on the left panel; Cancelled: The order is cancelled.
   ORDER DATE	Order setup date. It depends on how you set up the date. You have three choices: Last Transaction Date, Today and None. To set up the date, on the left panel, click Settings and on the Settings page, select the required option from the DEFAULT TRANSACTION DATE list. You can set the order date up to 5 years beyond the current set accounting period.
   DUE DATE	The due date depends on the settings. To view the steps to set up, click here. This is a mandatory input.
   Product	To select a product, click and from the Product Search window, select the required product. To set up a new product on the go, click New. This is a mandatory input.
   Description	Auto-filled based on product selection. You can update the description. This is a mandatory input.
   Quantity	Product quantity. This is a mandatory input.
   Price	Auto-filled if the price is set up during product creation. Else, you can enter the price. This is a mandatory input.
   Discount %	Discount percentage. This is a mandatory input.
   VAT %	Auto-filled based on the set up during the product creation. To update, click and then click Advanced. From the Transactions Details window, update the VAT from the PURCHASE VAT RATE list. This is a mandatory input.
   Nominal	Auto-filled based on set up during the product creation. To update, click and then click Advanced. From the Transactions Details window, update the nominal code from the PURCHASE NOMINAL CODE list.
   Net Amount	Product of values from Quantity and Price fields.
   ADDRESSES & ATTACHMENTS	Enter supplier address.
   NOTES	Enter supporting notes.

Additional Options

You can use advanced options for the products selected for the sales order and also view the product history. To use these options, complete the following steps.

Advanced

History

Viewing Purchase Order Details

To view the Purchase Order details, on the Purchase Orders page, click anywhere on the row.

 If you sort any column other than Date, then the Date column is also sorted accordingly.

Copying Order Record

Using the Copy feature, you can quickly set up new orders from available orders with both orders having identical details except the order number. To use the copy feature, complete the following steps.

1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click for the required source order record and in the inline menu, click Copy.
4. The purchase order page appears. To set up an identical purchase order, click Save or update the details and click Save.

Emailing Purchase Order

The email template is governed by the email template settings. To email, complete the following steps.

1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click for the required order record and in the inline menu, click Email.
4. The Send Email window appears. Enter the required details and click [Send].

Converting Purchase Order to Invoice

You can convert all purchase orders in the open status to invoice. Post conversion, you can locate the invoice in Purchases > Invoices & Credit Notes. To convert, complete the following steps.

1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click for the required order record and in the inline menu, click Invoice.
4. The Purchase Invoice page appears. To retain the order details, enter a unique invoice number in the INVOICE NO. field and click Save. Else, update the details, enter a unique invoice number in the INVOICE NO. field and click Save.

Setting the Purchase Order Delivery Status

After you set up a purchase order, you can set the product delivery status. To set the product delivery status, complete the following steps.

1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click for the required order record and in the inline menu, click Deliver.
4. The Goods In page appears. You may update the following order details: reference number, goods-in date, user who processed the delivery, number of products delivered and the store receiving the product, if applicable.
5. To update the product delivery status, on the Goods In page, click Save.
6. Post delivery status change, you can view the delivery history of the product. To view, click and then click Delivery History.
7. The Delivery History window shows the product delivery history.

Removing Purchase Order

To remove a purchase order, complete the following steps.

1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Purchases > Orders.
3. The Purchase Orders page appears. Click for the required purchase order record and in the inline menu, click Remove.
4. The Confirmation Message window appears. Click Delete.