Processing

Use the Processing command to create and process purchase orders for suppliers designated as purchase order suppliers. You maintain supplier records in the Purchase module. You determine which suppliers can be selected for purchase order processing by selecting the Purchase Orders option on the Orders form, which is displayed when you click the Orders command on the Action menu associated with the Supplier form in the Purchase module. When you create purchase order records, you can also print an order to send to your supplier or send it by email. However, emailing or printing of purchase orders can be prevented if required.

The Purchase Order Processing form displayed when you click the Processing command in the Purchase Orders folder provides a list window showing existing orders, if any, for the currently selected supplier. You use the commands on the Action menu of this form to determine what processing you want to do with existing orders, or to view information about orders associated with the supplier. The following information is shown in the list:

Box	Description
Reference	The purchase order number.
Date	The date on which the order was posted.
Memo	An indicator that shows whether a memo has been created for the order.
Total Value	The total order value.
Published	An indicator that shows how the order has been published, which can be one of the following: Printed Reprinted Emailed File. If the Published box is empty, this means the purchase order has not been printed, emailed or saved to a file.
Cur	The currency code associated with the order.
Status	The order status, for example, Order, Delivered, Completed, and so on.
Alt. Reference	The reference assigned to the order.

Actions

The following commands are available on the Action menu, displayed when you click Action on the Purchase Order Processing form.

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 order. This command is unavailable if you select the No Print option on the Purchase - Processing - Orders form.
New	Create a new order for the supplier.
Edit	Edit the details of the currently selected order. If the order line has been part-delivered or part invoiced, you can only change the Required box that determines the due date. If the status is 'Completed', you are not allowed to change any details.
Delete	Delete the currently selected order. The order record is immediately removed from the grid and physically removed when you use the Reorganise command on the Utilities menu.
Find Document	Find a document regardless of the supplier record currently selected. You can enter a range of order numbers in the Range From and Range To boxes on the Find Document form. When you click Display, the List tab shows the documents found. You can then click to select the one you want to process from the list and then click OK.
History	Display the creation and revision history details of the currently selected order. This includes the date and time the order was created and last changed and the user name in each case.
Order Memo	Retrieve the memo associated with the order. You can change an existing memo or add one.
Receipts	Post receipts against the currently selected order.
Invoices	Create invoices for the currently selected supplier.
Satisfy	Change the status of the currently selected order to 'Completed'.
Products	Maintain the relationship between suppliers and products.
Models	Create model or template purchase orders that you can use to generate future purchase orders. An option on the Purchase Order Processing Options form available from the Utilities menu allows you to enter the next purchase order model number for automatic numbering of models. You can also view and maintain model orders and commit them to produce actual purchase orders as required.

Purchase Order Entries

Header

Box	Description
Warehouse	A reference that identifies the default warehouse into which items purchased on this order are to be received. You can select from a list. This only applies if you have multi-warehouses feature activated. If different items in the same order are to be received into different warehouse, 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 order.
Delivery Name and Address details	The name, address, post code, contact name, telephone and fax numbers for the point of delivery. If you have the Stock module and the multi-warehouse feature, these boxes will contain default information according to the warehouse record, if you have selected one in the Warehouse list box described above; otherwise they default to your company details as defined on the Company Profile form in the System module. You can amend the default details for the order record.
P/Order	If the Override PO Number option on the Purchase Order Processing Set Options form is ticked, you can enter a purchase order number in this box. A message is displayed if the purchase order has been used. If you leave the box blank, a purchase order number will be assigned for you. If the Override PO Number option is blank, a purchase order number will be assigned automatically. The next purchase order number assigned depends on the entry in the Next Purchase Order box on the Set Options form.
Ref.	A reference you assign in addition to the order 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. This reference does not appear on the standard printed 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 displayed when you click the Terms command on the Action menu associated with the Supplier form in the Purchase module.
Currency	A reference that identifies the operating currency of the supplier. This only applies if you have the Multi-currency module installed and activated and to foreign currency supplier records. You can select a different currency from a list. The application checks whether you have selected a Euro currency. If so, an exchange rate to the Euro is displayed.
Rate	The exchange rate for the currency. This only applies if you have the Multi-currency module installed and activated and to foreign currency supplier records. The rate specified on the Exchange Rates form in the System module appears as a default, which you can override.
Delivery Instructions	The delivery instructions for the order. This defaults to the instructions entered in the Delivery Instructions box on the Orders form displayed when you click the Orders command on the Action menu associated with the Supplier form in the Purchase module. You can amend the default.

Lines

Box	Description
Reference and Supplier Ref	A reference that identifies the stock or product items you want to purchase from the supplier. You can select from a list. Using the Products command on the Action menu associated with the Purchase Order Processing form, you can link products to suppliers. This determines which products are normally associated with the supplier and available for selection in the Supplier Ref list. If you enter a reference for an item not linked to the supplier, a warning message appears. If you have selected Create Supplier Products option on the Purchase Order Processing Options form, 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. 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 window associated with the Stock form in the Stock module (or the equivalent Allow to be Ordered on P/Order option on the Product form in the SOP, Invoicing or P. Orders modules), you will not be able to add the stock item to the order and the message 'This item cannot be allowed - it is on hold' appears. You must either select another item or reinstate the stock item.
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 you don't have the Stock module, or if the stock level is above the minimum quantity, the re-order quantity against the stock level is set to zero, and there is an economic order quantity entered on the supplier product, the economic order quantity appears as the default. Otherwise the default is 1. For factored items, the factor and unit description appears also.
Warehouse	The default warehouse, if you selected one in the Warehouse list box for the order. You can specify a different warehouse code for each line. This only applies if you have multi-warehouses feature activated.
Price	The unit cost price of the item. The default displayed is the price on the supplier’s product record; otherwise it will be 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 has been entered in the Discount box and the Line option selected, then this will be displayed as a default but you can change it.
O/all	An option that 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 order or purchase order 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 from a list if the Nominal Code associated with the Supplier Code is assigned Cost Centres.
Quoted	An option that determines whether the price and discount for the item has been quoted by the supplied. If you select the option, you can also enter the date of the quotation.
Advanced Nominal Dimensions	References that identify the dimensions used for the analysis of the current transaction line in the nominal ledger. If you have the Advanced Nominal Ledger activated and you are using either of the two additional analysis dimensions (such as Project and Department), you can override the defaults shown for the current transaction line. If the nominal account associated with the supply code entered Code box is set up to use one or both additional dimensions, default dimension IDs will appear in these boxes, otherwise they will be 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.