You can use this form to create a new Purchase Order.

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

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

<Auto> in the Number field indicates that an internal number for this document is assigned automatically when you 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.

In the Company field, you can select an individual or a legal entity from whom You want to purchase some goods or services.

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

The Customer Order field is populated automatically with the customer order if this purchase order is based on it. To populate the purchase order with the data from the customer order, click the Fill ( ) button.

The Basis field is filled automatically, if the purchase order is based on a document of the following types: Production Order or Quotation. It may be populated automatically if the order is based on any of these documents. You can manually select the basis document from the list (for this, click Show all from the drop-down list).

You can link this order with a project from the Projects list if the Project Costing 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 Setting 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 – USD=3.65AED* WM-Service Limited 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 Validate 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.

In the Status field, the current status of this document is shown. By default, a document may have one of the following statuses: In Process, Completed, or Canceled.

The document totals and other Information

At the bottom of the form, 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.

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.
• Bank Payment: To create a bank payment to the supplier.
• Cheque Issued: To create a cheque as a payment to the supplier.
• 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:

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.