Documents

The Documents command is only available if the Advanced POP option is set on the Company Profiles form in the System module. Use the Documents command to create and process uncommitted purchase order documents. Uncommitted purchase order documents do not update your supplier's balance or stock balances. They are a useful way to enter uncommitted purchase order information into the application that you can change to purchase orders at a later date.

Determine which suppliers are available by selecting the Purchase Orders option on the Purchase - Processing - Orders form. Only suppliers with this option selected can be processed in the Documents command.

If several uncommitted purchase order documents exist for the same supplier, you can amalgamate them into an order by using the Optimise command. You can also amalgamate purchase order documents that exist for several suppliers into one purchase order document for a single supplier.

The P.Orders Documents form lists existing orders, if any, for the currently selected supplier. Use the commands on the Action menu to determine what processing you want to do, or to view information about associated with the supplier.

The following information is shown in the list:

Box	Description
Reference	The document number.
Date	The date on which the document was posted.
Memo	Indicates whether a memo has been created.
Total Value	The total value.
Printed	Indicates whether the document has been printed.
Cur.	The currency code associated with the document .
On Order	The Purchase Order number if the document has been committed. Displays 'Optimised' if the document has been fully optimised. Displays 'U/Optimised' if the document has been partly optimised.
Alt. Reference	An alternative reference assigned to the document.

Actions

The following commands are available on the Action menu.

Use this command	To
View	View details of the order header, detail lines, the supplier account or turnover analysis.
Print	Print a copy of the selected document. This command is unavailable if you select the No Print option on the Purchase Processing - Orders form.
New	Create a new document for the supplier.
Edit	Edit the details of the currently selected document. Any document that is committed to a purchase order cannot be edited here. If a document has been committed, use the Edit command on the Action menu of the Processing to edit the order.
Delete	Delete the currently selected document. The document is immediately removed from the grid and physically removed when you use the Reorganise command in Purchase Order Processing . If the document has been optimised, it cannot be deleted. For more information, see the Optimise Help topic.
Find Document	Find a document for any supplier record. You can enter a range of document numbers in the Range From and Range To boxes. When you click Display, the List tab displays the documents found. Select the one you want to process and click OK.
Memo	Retrieve the memo associated with the document. You can change an existing memo or add one. Right-click to add todays date or print the memo.
Optimise	Amalgamate documents into a single purchase order document. You can also amalgamate documents for several suppliers into one document for a single supplier.
Commit	Commit documents into committed purchase orders. This command updates the purchase order balance totals for the supplier, the stock items on the purchase order, and the on-order balance for your company.
Products	Maintain the relationship between suppliers and products. For more information see the Product File Help topic.
Re-Order	Create uncommitted purchase order documents to reorder stock from your suppliers. For more information see the Re-Order Help topic.
Models	Create model or template documents that you can use to generate future documents. Use the Set Options command in the Purchase Order Processing to enter the next document model number for automatic numbering of model documents.

Document Entries

Header

Box	Description
Warehouse	The default warehouse for the document. This only applies if the Stock module is activated and you have the warehouses option enabled in Company Profiles form in the System module. If you want to use different warehouses on the document's lines, leave this box blank. You can identify the warehouse on a line-by-line basis instead.
Required	A date entered here will be used as the default date for all the detail lines on the document.
Delivery Name and Address	The name, address, post code, contact name, telephone and fax numbers for the point of delivery. If you have the Stock module these boxes contain default information from the warehouse record if one is selected in the Warehouse list box; otherwise your company's details are displayed.
Contact	Any contact with your supplier. If you selected a warehouse the contact from that warehouse is displayed. The contact from the default warehouse is used if the warehouse is empty.
Ref.	A reference you assign in addition to the document number. This can be any alphanumeric reference of up to 20 characters. For example, you may wish to enter the name or initials of the person creating the order.
O/Disc	The overall discount associated with the supplier. This defaults to the value entered in the O/all Discount box on the Terms form of the Processing form in the Purchase Ledger .
Currency	Identifies the supplier's foreign currency, if applicable. This only applies if you have the Multi-currency module activated. You can select a different currency from a list.
Rate	The exchange rate for the currency. This defaults to the rate specified in the Exchange Rates form in the System module.
Delivery Instructions	The delivery instructions for the document. This defaults to the instructions entered in the Delivery Instructions box on the Orders form of the Processing form in the Purchase Ledger .

Lines

Box	Description
Reference and Supplier Ref	The stock or product items you want to purchase from the supplier. You can link products to suppliers using the Products form of the Documents form in Purchase Order Processing . This determines which products are normally associated with the supplier and available for selection in the Supplier Ref list. If you have selected Create Supplier Products option on the Set Options form in the Purchase Order Processing module, you can choose whether to add the item to the product file. In this case, information about the supplier’s account number, your stock reference, the supplier’s stock reference and stock description is added to the product file. To add a new supplier product, add a new reference in the Supplier Ref. If you leave both the Reference and Supplier Ref boxes blank, you can enter a 'description only' item. If the Allow P/Order option is cleared on the Options form of the Processing form in Stock Control . You cannot add the stock item to the document. This also applies if the application is not activated with the Stock module; the equivalent option is Allow to be Ordered on P/Order on the Product form in SOP, Invoicing and P. Orders modules.
Quantity	The quantity required. If you have the Stock module and the stock level is below the minimum quantity, the reorder quantity appears here. If the stock level is above the minimum quantity, the economic order quantity is displayed as the default if one is specified on the supplier product. Otherwise the default is 1. For factored items, the factor and unit description also appears. If you do not have the Stock module, the economic order quantity is displayed as the default if one is specified on the supplier product. Otherwise the default is 1.
Warehouse	The default warehouse, if one is selected in the Warehouse list box for the order. You can specify a different warehouse code for each line. This only applies if you have the Stock module activated.
Price	The unit cost price of the item. The default displayed is the price on the supplier’s product record; otherwise it is the cost price on the stock or the product record. The application multiplies the unit price by the quantity and displays the result in the Line Val box. For foreign currency documents, the price is in the currency associated with the order.
Value	The value of the line based on the cost price and quantity. If the Price box is blank, you can enter a value.
Disc%	The percentage of line discount based on the unit price. The line discount is deducted from the value displayed in the Line Val box. If this item is on the supplier’s product file and the discount is entered in the Discount box, and the Line option selected, then this is displayed as a default but you can change it.
O/all	Determines whether the line item is included in the calculation of overall discount for the order. If the item is set up on the supplier’s product file you can select the Overall Discount option that determines the default for this option.
Required	The date due for delivery of the item. If a required date was entered on the header that will be used as the default date. If a required date wasn't entered on the header the default date is: the current Opera date, or the current Opera date plus the lead time specified on a supplier product record (if relevant), or the required date entered on a source model purchase document.
Quality	A quality description for the item of up to eight characters.
Code	The supply code associated with the stock or product record. If the Analysis option on the General tab of the Stock or Product File form is set to 'Override' for the supply code, you can select an alternative from a list. If that option is set to Fixed you cannot change the one displayed. For non-stock items, the supply code defaults to the one associated with the supplier record as defined on the Supplier form in the Purchase module.
C/C	The cost centre to which the detail line is analysed. You can select it from a list if the Nominal Code associated with the Supplier Code is assigned Cost Centres.
Quoted	Determines whether the price and discount for the item has been quoted by the supplier. If you select the option, you can also enter the date of the quotation.
Advanced Nominal Dimensions	The dimensions used for the analysis of the current transaction line in the nominal ledger. If you have the Nominal Ledger activated and you are using either of the two additional analysis dimensions (such as Project and Department), you can override the defaults displayed for the current transaction line. If the nominal account associated with the supply code entered in the Code box is set up to use one or both additional dimensions, default dimension IDs are displayed in these boxes, otherwise they are unavailable. The defaults will be those associated with the supplier record, or if these have not been specified (that is, left blank), then the defaults will be those identified on the nominal account record linked to the supply code. For further information, refer to the topic on advanced nominal dimensions associated with the Nominal module. The Nominal Ledger is not updated until the document is changed to a committed purchase order in the Commit command of the Documents form in Purchase Order Processing .