Setup Example – Purchase Orders

  • Purchase Orders are instructions to suppliers to supply certain goods. Use them to keep track of those orders.
  • They indicate that stock is on the way, and what the stock will cost.
  • Purchase Orders are not posted to the ledger (that is, they do not affect accounting), but are generally copied to Supplier Invoices, which are posted to the ledger.
  • Multiple purchase order Transaction Types may be created to deal with different scenarios, such as ordering inventory or office supplies.

💡This page provides an example of a Transaction Type setup for Purchase Orders.

  • Description: Purchase Orders
  • Code: PUR ORD
  • Entities: All

Settings (tab)

Info
  • This section lists the compulsory and optional settings that can be used to customise Purchase Orders.
  • Settings with Default as part of the name can be changed when capturing a transaction.
Setting Description Value When Required
Accounting > Currencies

Select which currencies apply to the Transaction Type.

The options are:

  • Local: The Transaction Type can only use the local currency.
  • Company Currency: The Transaction Type can use the customer’s or supplier’s currency.
  • All: The Transaction Type can use all the currencies set up for the organisation.
AllIf you purchase goods or services from local and international suppliers.
Accounting > Default – Price includes VAT

Checkbox. If checked, the price includes VAT.

Determines how VAT is calculated.

  • Exclusive (unchecked) = VAT is added to determine the VAT-inclusive price.
  • Inclusive (checked) = VAT is subtracted to determine the VAT-exclusive price.
InclusiveIf you specifically want to capture VAT-inclusive prices.
Accounting > Default – VAT Category (Input/Output)

Select a VAT Category from these options:

  • N/A
  • Output + (e.g. Customer Invoices)
  • Output – (e.g. Customer Credit Notes)
  • Input + (e.g. Supplier Invoices)
  • Input – (e.g. Supplier Debit Notes)
Input + (e.g. Supplier Invoices)Always if you are registered for VAT.
Accounting > Default – VAT TypeSelect a default VAT Type for the Transaction Type from a dropdown list of all the created VAT types.StandardAlways if you are registered for VAT.
Accounting > Pricing

Select a pricing option from the dropdown list:

  • None
  • Cost Price
  • Sell Price
  • Supplier Price
  • Accounting
Supplier PriceAlways
Accounting > Sum Active Transactions to Work in Progress in Supplier Age AnalysisCheckbox. If checked, the Supplier Age Analysis shows supplier transactions with Active statuses as work in progress.Check the box.If you want to show the value of Purchase Orders on the Supplier Age Analysis.
Defaults > Default – Data Filter

The default filter when you view a list of transactions for the Transaction Type.

The options are:

  • Today
  • This Month
  • Pending
  • Active
  • Pending & Active
Select a preferred filter from the dropdown list.

The default filter is:

  • Pending & Active.
  • Add the setting if you want a different default filter.
General > Add Items from the following Categories

Limits the items that can be added to those in the selected categories.

Click Edit in the Value column and select the categories.

Click Edit.

Move the categories from the Available to the Selected section to include them.

Move the categories from the Selected to the Available section to exclude them.

Add the setting if you want to limit the items that can be added to a purchase order.
General > Add to Followers

Select Follower options from the dropdown list.

Multiple options can be selected:

  • N/A (automatically appears if no selection is made)
  • Contact (Transactions)
  • Contact (Accounts)
  • Rep
  • Assign To
  • User
Check the boxes for all the groups you want to send the purchase order to.Add the setting if you want multiple people to receive a copy of the purchase order when it is emailed.
General > Contact Lookup

Select which contact fields to include when you select a contact for a transaction from the dropdown list.

The options are:

  • Name
  • Name (Position)
  • Name (Location)
  • Name (Position & Location)
Select the applicable option from the dropdown list.Add the setting if you want to select the contact by position or location.
General > Enable Artwork

Checkbox.

If checked, artwork is enabled and can be uploaded to an entry on a transaction as an attachment.

Check the box.If you want to include artwork on the purchase order.
General > Enable Company

Select what type of company should be in the header:

  • N/A
  • Customers (All)
  • Customers (Active)
  • Suppliers (All)
  • Suppliers (Active)
Suppliers (Active)Always
General > Enable Due Date (Enter Caption)Enter a caption if the Due Date field should be added to the transaction (e.g. Due Date).Enter a caption (e.g. Deliver After).If you need a date field.
General > Enable Entities

Select an option from this list:

  • Registered: Allocates transactions to a registered entity.
  • Branch: Allocates transactions to a branch and its registered entity. The selected branch must be linked to a registered entity.
  • Till (PoS): Allocates transactions to a specific till. Used for Point of Sale (PoS) transactions.
BranchIf you want to allocate transactions to branches.
General > Enable NCR (Problem)Checkbox. If checked, transactions can be marked as problem transactions for NCR purposes.Check the box.If you use the NCR processes.
General > Enable Required Date (Enter Caption)Enter a caption if the Required Date field should be added to the transaction (e.g. Req. Date).Required ByIf you need a date field.
General > Enable Staff

Select how transactions are assigned:

  • None: Transactions are not assigned.
  • All: Transactions can be assigned to users, and a rep can be selected.
  • Rep: Transactions can only be linked to a rep.
  • Assign To: Transactions can only be assigned to a user.
Assign ToAdd the setting to allocate the purchase order to a staff member.
General > Reference LookupEnter Reference lookup lists.

Click the Value column and enter the lookup entries, one per line.

Check the Auto Height box to show the full lookup list.

Add the setting to create a lookup list for the reference field.
Inventory > Enable Inventory Replenishment

Select one of these options to enable replenishment:

  • N/A: The feature is not used.
  • Produce: Use the feature to produce items.
  • Purchase: Use the feature to purchase items.
  • Transfer: Use the feature to transfer items between inventory locations. The From and To locations must be selected on the transaction, and the items due for replenishment are filtered by the To location. The Supplier filter is disabled.
PurchaseIf you want to create Purchase Orders from Inventory Replenishment.
Inventory > Enable Resolves

Specify what must happen to inventory items.

The options are:

  • Purchase: The inventory must be purchased. This resolve is used for copying transactions and does not affect inventory.
  • Produce: The inventory must be produced. This resolve is used for copying transactions and does not affect inventory (e.g. Work Orders).
  • Reserve: The inventory is reserved for an order (e.g. Sales Orders).
  • Issue: The inventory is issued to a job or customer (e.g. Work Orders, Sales Orders, Customer Invoices).
  • On Order: The inventory is ordered, but not yet received (e.g. Purchase Orders, Work Orders).
  • Receive: The inventory is received (e.g. Supplier Invoices, Work Orders).
On OrderIf inventory management is used.
Production > Transaction – Purchase Orders

Checkbox.

If checked, the Transaction Type is used for purchase orders (that is, the Transaction Type used to purchase materials from Materials View and outwork from Outwork View).

Check the box.If production planning is used.
Transaction Items > Enable Adding Items

Specify which type of items can be added to a transaction.

The options are:

  • None: No items can be added; only the header information appears. Use this option sparingly, and not for accounting transactions, because it has no fields for amounts.
  • All: You may add items and custom items.
  • Custom: You may only add custom items. Typically used for ledger transactions.
  • Items: You may only add items. You may not add custom items. Typically used for invoicing, credit and debit notes.

All the buttons to add items still appear. A disabled feature shows an error message when clicked.

Select Custom or Items from the dropdown list.Add the setting to limit the items that can be added to a purchase order.
Settings tab of the example Purchase Orders Transaction Type (PUR ORD), with the example settings
Settings tab – supplier prices with Input + VAT, active suppliers, a Required By date, and items resolved as On Order

Statuses (tab)

Note
  • You may create an unlimited number of statuses.
  • However, there are only four Status Groups:
    • Pending
    • Active
    • Complete
    • Cancelled
  • The first status should allow editing.
  • The final status should ideally not allow editing.
  • If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
  • If inventory is used, at least one status should have the Inventory column checked.
  • If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Statuses tab of the example Purchase Orders Transaction Type (PUR ORD), with the statuses Pending, Active (updates inventory), Complete and Cancelled
Statuses tab – Pending, Active, Complete and Cancelled; Active updates inventory (stock on order)

Categories (tab)

Info
  • Use categories to sort records.
  • The categories you choose should be meaningful to your business.
  • Using categories is optional but recommended.
  • Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.
Categories tab of the example Purchase Orders Transaction Type (PUR ORD), with the categories Equipment, Outwork and Parts
Categories tab – Equipment, Outwork and Parts

Copy Rules (tab)

Info
  • Copy Rules determine when transactions may be copied.
  • Although two transactions are involved in the copy, you only need to create one Copy Rule.
  • User access must be set for each Copy Rule.
  • You can automate copying transactions by selecting a Trigger status.
Copy Rules tab of the example Purchase Orders Transaction Type (PUR ORD), with Copy Rules to Goods Received – Suppliers, Purchase Orders and Supplier Invoices
Copy Rules tab – Goods Received – Suppliers is created automatically at Complete; copy to a new Purchase Order or a Supplier Invoice

Output Templates (tab)

Info
  • Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
  • Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
  • You may edit these templates to include or exclude information.
  • You may also create your own forms and templates from scratch.
Output Templates tab of the example Purchase Orders Transaction Type (PUR ORD), with the Purchase Order and Purchase Order (Artwork) templates
Output Templates tab – Purchase Order and Purchase Order (Artwork) templates

Report an issue with this page

For more useful feedback, select the text on the page you are reporting on, then click Feedback again — or continue without selecting anything.