Register and Print Purchase Orders

Register and Print Purchase Orders

Purchase Orders

The Purchase Orders are documents where the request for Products to be purchased from the suppliers with
the prices already agreed upon are registered.
This application allows you to enter, modify, delete, print, authorize, update and search the Purchase Orders of goods.
It is required that the Products are previously entered in the Products Catalog, as well as the suppliers in the Suppliers Catalog.
The warehouse in which the purchase orders will be placed must be selected.
Go to Administration (Back Office) → Inventory Management → Quotes and Purchases → Register and Print Purchase Orders.
The initial screen displays the following sections:
Search Purchase Orders Registered: allows you to search for purchase orders already registered.
Purchase Orders Registered: displays the registered purchase orders, allowing to show them according to the
Supplier, PO Date, Cost Center and Status filters.
In addition, massive actions can be performed by executing the Print, Authorize, Update and Pending Authorizations buttons to the purchase orders.

Purchase Order Status

New: only the purchase order header is captured, no details are registered.
Register: the purchase order is at record level, it can be printed, modified or deleted.
Authorized: the purchase order is at register level; it is authorized and ready to be updated. It can be printed, modified or deleted.
Updated: the purchase order information cannot be modified because the product allocation and the supplier balance
have been made.

Search Purchase Orders

You can search for Purchase Orders already registered, by performing the following steps:
Go to: Administration (Back Office) → Inventory Management → Quotes and Purchases → Register and Print Purchase Orders.
In the Search Purchase Orders Registered section, enter one, several or all of the following fields:
Field
Description
Supplier
Select the inbox provider or all.
Cost Center
Select a particular cost center or all of them.
Requested By
Enter the name or department that ordered the products.
Registered User
Select a specific user or all users.
Date
Enter the day of the purchase order in dd/mm/yyyy format or select the date from the calendar.
Status
Select a particular status or all of them.
Press the Search button.

In the Purchase Orders Registered section, either the registered purchase orders are displayed or the message "No Records" will be displayed. 

Register Purchase Orders 

To register a purchase order for goods, follow the steps below:
Go to: Administration (Back Office) → Inventory Management → Quotes and Purchases → Register and Print Purchase Orders.
In the Purchase Orders Registered section, click on the Insert icon.
In the Register Purchase Order section, enter the header of the purchase order for the goods, entering the corresponding information from the following fields:
Field
Description
Supplier*
Identify the supplier and select the appropriate one.
Date*
Enter the day of the purchase order in dd/mm/yyyy format or select the date from the calendar.
% Discount
If applicable, indicate the discount percentage applicable across the board for all products captured.
# Quote
Displays the updated quotations that the supplier has, when selecting the quotation the products registered in the quotation automatically integrate the purchase order.
Cost Center*
Select the cost center or department from which the goods are requested. If you select an updated quotation you can change the cost center by making the change in this field.
Requested by
Enter the name or department that ordered the products.
Comment
Capture information regarding the purchase order.
To move between the fields use the Tab key or position yourself in the field with the mouse.
Press the Add button.



Enter the detail of the purchase order in the section Register Purchase Order Detail No ### by entering the corresponding information from the following fields:
Field
Description
Type*
Select the type of inventory to which the product to be received belongs.
Product*
Enter the name of the product to which the goods receipt is to be made.
Addition Product Description
Enter specifications of the product requested in the purchase order.
Quantity*
Quantity of product that is mentioned in the purchase order.
Price*
Unit cost of the product.
% Discount
If applicable, indicate the applicable discount percentage specific to the product being captured.
Press the Add button.
The Purchase Order Detail No ### section shows the products already registered in the purchase order.

Repeat the above steps for each product that is entered on the purchase order.
* Required Fields

Modify Purchase Orders

You can modify the header and details of the goods purchase order if it has Register Status. Perform the following steps:
Go to Administration (Back Office) → Inventory Management→ Quotes and Purchases → Register and Print Purchase Orders.
Header:
In the Purchase Orders Registered section, click on the Edit icon of the merchandise purchase order you wish to modify in the Sel column.
Modify the appropriate field in the Register Purchase Order section.
Press the Save button.
Details:
In the Purchase Order Detail No ### section click on the Edit icon of the product you wish to modify in the Sel column.
Modify the appropriate field in the Register Purchase Order Detail No. ### section.
Click on the Save button.

Delete Purchase Orders

You can delete the goods in purchase order if it has a Register status. Perform the following steps:
Go to Administration → Inventory Management → Quotes and Purchases → Register and Print Purchase Orders.
Enter Administration → Inventory Management → Quotes and Purchases → Register and Print Purchase Orders.
In the Purchase Orders Registered section, click on the Edit icon of the merchandise purchase order you want to delete in the Sel column.
Press the Delete button in the Register Purchase Order section.
Confirm deleting the merchandise purchase order by clicking on the Ok button, or on the Cancel button to not delete the merchandise entry.


Purchase Order Details:
In the Purchase Order Details No ### section click on the Edit icon for the product you wish to modify in the Sel column.
Modify the appropriate field in the Register Purchase Order Detail No ### section.
Click on the Save button.


You can print the purchase order in two different ways by following the steps below:
Enter Administration → Inventory Management → Quotes and Purchases → Register and Print Purchase Orders.
In the Purchase Orders Registered section, click on the Edit icon of the merchandise purchase order to be printed in the Sel column.
Press the Print button.
Press the Ignore button to return to the application screen.


From the Purchase Orders Registered section:
Press the Print button in the Purchase Orders Registered section.
The Purchase Order Report section will be displayed, in the Define Parameter Values for Report section enter the information for the following fields:
Field
Description
Date From
Date To
Enter the end date in dd/mm/yyyy format or select the date from the calendar.
Supplier
Select one or all suppliers.
Cost Center
Select a particular cost center or all of them.
Press the Show button.
 

In the Purchase Order Report section, press the Return button to return to the application screen.

Authorize Purchase Orders

The authorization of purchase orders must be done according to the settings of each company in order to define the "Authorizing Role".
The authorization can be done individually (a single purchase order) or by groups (several or all purchase orders at once).
To authorize a purchase order already registered, follow the steps below:
Go to Administration → Inventory Management→ Quotes and Purchases → Register and Print Purchase Orders.
In the Purchase Orders Registered section, click on the Authorize button.
 


The Purchase Order Report section will be displayed, select the purchase order(s) to be authorized by clicking on the check box in the Sel column or on the "Select All" check box.
Confirm the purchase order authorization by clicking on the Authorize button.
In the Purchase Order Report section press the Return button to return to the initial screen.

Update Purchase Orders

Once the purchase order has been updated, no changes can be made. The purchase order must be approved in order to update the purchase order.
The update can be done individually (a single Debt) or by groups (several or all debts at once).
To update Purchase Orders, perform the following steps:
Go to Administration → Inventory Management → Quotes and Purchases → Register and Print Purchase Orders.
Click on the Update button in the Purchase Orders Registered section.
The Purchase Orders section will be displayed, select the purchase order(s) you wish to update by clicking the check box in the Sel column or the "Select All" check box.
Confirm the update of the purchase order by pressing the Update button.
In the Purchase Orders section, press the Return button to return to the initial screen.
You can also search for purchase orders to be approved and updated by following the steps below:
In the Purchase Orders section, display the Search of Document section, to perform the search you can fill in one, several or all of the fields listed below:
Field
Description
Supplier
Select Supplier
Date
Enter Date of Document in format dd/mm/yyyy.
Cost Center
Select one Cost Center in particular or All.
Number Order
Number of Order of Registered Purchase.
Press the Search button.
In the Purchase Orders section, the purchase orders will be displayed or the message "No Records" will be displayed.
In the Purchase Orders section press the Return button to return to the initial screen.



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