To add You can use this form to create a new purchase order, click the "Create" button on the toolbar of the respective document list. To edit an existing order, double click the line with its name. You can also select the line, click the "More" button (in the upper right corner) and click "Edit" in the drop-down list. You can right-click the line instead of clicking the "More" button.Please complete the required Purchase Order to register a planned purchase. First, select Order for Purchase as the transaction type – this will make available the appropriate fields.

On the Main tab, the following fields are required: Company, Contract, Delivery Date, and Entity fields.

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The '"Purchase Order (create)' " form. The ' Main ' tab

Company is In the Company field, you can select an individual or a legal entity for from whom the purchase order is created. Select it from the Companies catalogyou want to purchase some goods or services.

The Contract field is completed automatically for populated automatically with the default contract of the selected company. If necessary, you can select another one.

<Auto> in the Number field indicates that an internal number for this document is assigned automatically when you can change it by selecting the contract from the Company's Contracts catalog (to open the catalog, select "Show all" save the document. The From field is populated automatically with the current business date. You can select another date, if necessary.

In the Entity field, select an entity of your company which is responsible for the document. The Entity field is available if the Multi-Company Accounting option is selected on: Administration > Settings > General Settings. You can select your personal default entity to appear in documents; for this, refer to Personal Settings. If you have not selected your default entity, the entity defined first will be used as the system default value.

The Basis field is populated automatically, if the Purchase Order is based on a document of the following types: Production Order, Requisition, or Quotation. You can manually select the basis document from the list (for this, click Show all from the drop-down list).

The Customer Order field is filled in populated automatically or manually with the customer order, which the purchase order was based on. To refill the purchase order by the changed custom order, click the "Fill by basis" Image Removed button.You can link a purchase with the Customer Order if this Purchase Order is linked to one. To populate the Purchase Order with the data from the Customer Order, click the Fill (Image Added) button.  If the items in this Purchase Order are intended for multiple Customer Orders, you can move the Customer Order field from the Main tab as a column to the table on the Inventory tab. For this, use the Settings button on the toolbar.

The Requisition field is available if the Enable Requisitions option is selected on the Administration > Settings > Purchasing and Warehouses form. The field is populated automatically with the Requisition if this Purchase Order is linked to one. To populate the Purchase Order with the data from the Requisition, click the Fill (Image Added) button. If the items in this Purchase Order are intended for multiple Requisitions, you can move the Requisition field from the Main tab as a column to the table on the Inventory tab. For this, use the Settings button on the toolbar.

You can link this order with a project from the " Projects " catalog list if the "Project Management" section is enabled(to find a project, start typing its name or code in the field). To open a catalog, click the "Show all" hyperlink in the drop-down list. You can add the "Project" column to the "Inventory and Services" table and specify the value for each row, if necessary. Click the Setting button on the document toolbar and switch the project position in the purchase order to the tabular part. You can save this user setting by clicking "Keep Choice" in the displayed form. From this moment the system will automatically switch the "Project" column to the "Inventory and Services" table, when creating new orders.

The Validation From and To fields are filled in, if you want to limit the period of purchase order validity.

The planned date of the inventory and services receipt is specified in the Delivery Date field. You can add the delivery date column to the "Inventory and Services" table and specify the value for each row. Click the Setting button on the document toolbar and switch the project position to the tabular part. You can save this user setting by clicking "Keep Choice" in the displayed form. From this moment the system will use it, when creating new orders.

Number is assigned automatically when you save the document. You can change it, if necessary.

Current date is set in a purchase order by default. You can change it, if necessary.

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In the Basis field you can manually select "Quotation" or "Production Order". It may also be filled in automatically, if the order s based on one of these documents.

In the Comment field you can specifysome additional information.In the Status field current status of a document is displayedCosting functionality is turned on the Administration > Settings > Project Costing. If the items in this document are being purchased for different projects, and you need to specify different projects for different items, you can move the Project field from the Main tab as a column to the table on the Inventory tab. For this, use the Settings button on the toolbar (for more information, see Document Toolbar).

If the Enable Project Tasks option is selected on the Administration > Settings > Project Costing form, you can link the entire document with a specific project task or document's line items with multiple project tasks. By default, the Project Task column is available on the Inventory and Services tabs. If needed, you can move it to the document header (the Main tab). For this, use the Settings button on the toolbar. 

In the Comment text box, you can enter some additional information.

Notice the hyperlink below the Basis field – AED* MG China Import*VAT applied* Prices Include VAT– on the screenshot above (can be different in your document). The currency of the purchase order is determined according to the selected contract. To use other currency in the document, select another contract, or create a new one, if necessary. Click the hyperlink to change the price-related settings for the document. For details, see The Prices and Currency dialog box (Purchasing).

Use the Valid From and To fields if you want to restrict the interval during which this Purchase Order is valid.

In the Delivery Date field, you can specify the planned date of the inventory and services delivery.

In the Comment text box, you can provide any additional information.

The document totals and other Information

At the bottom of the form, the Discount fields are intended to show the percent of discount and discount amount applied to the document items. The Total Due field shows the document total on the ordered goods and services, and the VAT field shows the VAT total on the purchases.

Also, at the bottom of the form, you can view who created this document and the current status of the document; it can be one of the following:

• New (document was created, but not recorded to the database)
• Not Posted (document was recorded, but not posted)
• Posted (document was posted)
• Marked for Deletion (document was marked to be deleted)

The toolbar buttons

After filling out the tab, click the Save button to save your work. After filling out all the tabs, click Post to post the document without closing it or Post and close to post and close the document. For other button descriptions, see Document Toolbar.

The Status field shows the current status of this document. By default, a document may have one of the following 3 statuses: "In process"Process, "Completed" and "Canceled". If necessary, this list can be expanded, enabling the Use several purchase orders statuses option in the "Purchases" section. To learn more about section options, see par.Settings for the 'Purchases' section

Currency of a purchase order is defined according to the supplier's contract and cannot be changed in the document. To create a document with a different currency, select another contract, or create a new one, if necessary. To learn more about contracts, see par. Filling Company's Contracts Catalog.

You can change a document's price type, discounts/markups type, currency and tax parameters by clicking the hyperlink indicating currency and price type, or Canceled. Posting the document assigns the In Process status.

Use the Execute button to change the status of the document to Completed.  Use the Cancel button to change the status to Cancelled.

Using the Generate button, you can generate documents of the following types for the Purchase Order:

• Invoice Received: To register the purchase of goods and services resulting in a financial liability to the supplier.
• Goods Receipt Note: To register receiving of purchased items to a warehouse for which the Separate Financial and Warehouse Documents option is selected on the Settings: Purchasing and Warehouses form.
• Debit Note: To register the return of the goods received on the purchase order.
• Money Payment (Plan): To plan the payment for the this order.
• Cash Payment: To create a cash payment to the supplier; generally, a prepayment.
• Bank Payment: To create a bank payment to the supplier; generally, a prepayment.
• Cheque Issued: To create a cheque as a payment to the supplier; generally, a prepayment.
• Purchase Order Adjustment: To make changes to the order, if the goods were not received or were received partially.
• Subcontractor Report: If the order was intended for subcontractor processing, and the subcontractor completed it.

All the details from this Purchase Order will be copied to the generated document.

You can use the Settings button to adjust the document properties as follows: You can decide where you need specific fields, in the document header or in document lines (as columns). Also, you can change the position of the delivery date.

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The Document Settings dialog box

Once you are done with option selection, click OK to save the settings and close the dialog box or Cancel to close the dialog box without any changes to the settings.

The related links

You can use the links on the top of the form to generate the following reports:

• Consolidated Analysis by Order: To get information on partially or fully received, paid and unpaid orders listed by supplier.
• Payment Analysis by Order: To view the list of purchase orders by supplier contract.
• Statement of Mutual Settlements: To view the opening and closing AP balances (arranged by currency) for the selected period with details on purchase amounts, prepayments, and payments during this period.