Overview
The Purchase Orders screen shows you all the purchase orders that have been recorded in Readysell. You can click on a purchase order in the list to view its details
Getting Started
- Entering and processing a manual purchase order
- Entering Supplier Credit Requests
- Cancelling a purchase order
- Generating a purchase order from a sale
- Locating a purchase order
- Receiving stock only from a purchase order
- Using Import File for GNS Wholesale supplier into a purchase order
- Tracking ETA dates on outstanding purchase order lines
- Purchasing from any supplier
- EDI
- Outstanding Purchase orders that show what is on sales backorders, salesorder
Reference
Buttons
Refer to Common Buttons.
| Image | Fields | Description |
|---|---|---|
 | Merge | This merges 2 Purchases orders together, this allows the customer to have one invoice. You need to select 2 purchase orders with the same suppliers for this to work. |
 | Dispatch | Used to dispatch supplier credit requests. Send the goods to the supplier, affecting stock on hand but not yet the value of the supplier open items. |
 | Receive | Receive the purchase order, or receive and invoice the purchase order using the Receive button |
 | Complete | Complete (receive and invoice) this purchase order in full. |
 | Cancel Order | Purchase orders cannot be cancelled if it has been received. Use this method if you know the transaction number of the purchase order. If you have received some but not all of the goods on a purchase order, you will not be able to delete it. However, you are able to cancel it. This will have no effect on the goods you have already received, but will ignore the remainder of the purchase order. If the goods later arrive, you will need to create a new purchase order for those items. |
Fields
| Field | Description |
|---|---|
| Type | This is the transaction type for this purchase order |
| Number | The unique Readysell generated number for the Purchase Order |
| Status | The status of the purchase order (Open / Cancelled / In Progress / etc) which can have optional colour coding of the status property on all transactions |
| Date | This is the date and time the purchase order is created |
| Supplier | This is the supplier for this purchase order |
| Site | The site at which the purchase order is for |
| Value Inc Tax | The total value inc tax ordered for the purchase order. This value is automatically calculated. |
| Tax Value | This shows the total tax applied to the purchase order. This value is automatically calculated. |
| Date Due | Date Due is a date that the stock is expected to be received in by. It is calculated based on the Lead Time field on the Supplier card and the date of the purchase order. |
| Confirmed | Confirmed flag should be ticked if true; Leave blank if False |
| Printed | Is automatically flagged once you print the purchase order. This flag is greyed out and is system updated only. |
| Emailed | Is automatically flagged once you email the purchase order. This flag is greyed out and is system updated only. |
Lines Tab
| Field | Description |
|---|---|
| Product | This is the product ID/product code for the line of the purchase order |
| Name | The name of the product |
| Qty | This field shows the quantity ordered for this line based on the Unit |
| On Order | This field shows the total quantity on order for this product |
| Unit | This the is unit with which you ordinarily purchase your stock from this supplier |
| Unit Quantity On Hand | Based on the supplier unit quantity, this is your stock on hand quantity |
| Price Ex | This field shows the unit price excluding tax for this line |
| Price Inc | This field shows the unit price including tax for this line |
| Discount Percent | This is the discount (if applicable) that applies to this line of the purchase order |
| Value Ex | This is the total value ex tax ordered for this line |
| Tax | This shows the tax value applied to the product. This value is automatically calculated |
| Value Inc | This is the total Value Inc tax ordered for this line |
| Notes | Relates back to the Line Notes tab below the purchase order lines. If there is a note on this tab attached to this product, the notes box on that line will be showing as flagged |
| Date Due | Date due is the date this product is due to come into your site. |
| Return Reason | The reason for the return of this stock if you are processing a supplier credit request. This is from the system reference file and if none are set up, they will need to be. |
| Expected Supplier Product ID | This field shows the expected supplier product ID code for the product |
Line Details Tab
| Field | Description |
|---|---|
| Unit Qty On Order | This is the actual quantity on order for this product |
| Unit QOH | The actual unit quantity on hand at the time of this purchase order |
| Expected Sup Prod ID | The supplier product code for this product according to this supplier |
| Tax Code | the tax code that applies to this product |
Line Notes Tab
You can only attach line notes to a line of product on the purchase order. If you have 5 product lines on the purchase order, you can attach a note to each of those products if you wish to do so.
Serial Numbers
| Field | Description |
|---|---|
| Number | The serial number recorded for this product (applies if you are processing a supplier credit request) |
| Product | The product code linked to the serial number |
Suppliers tab
Depending on which filter you select, you can have just the current active supplier/s showing for the selected line of product, or you can have all suppliers showing for the selected line of product.
Outstanding Sales Orders
For the product you have selected, when you click on the Outstanding Sales Orders tab it shows you all open sales orders that have this product on it.
Outstanding Purchase Orders
For the product you have selected, when you click on the Outstanding Purchase Orders tab it shows you all outstanding purchase orders with this product on it.
Historical Movements
Shows all types of movements (SALSHP / PURREC / Etc) for the selected product on the purchase order.
Sales by Period
Shows the sales by period for the selected product on the purchase order.
General Tab
| Field | Reference |
|---|---|
| Charge To | The charge to that comes from the supplier card |
| Period | The period in YYYYMM format that this purchase order/supplier credit request falls into |
| Sale Order | The relevant sales order this purchase order is created from |
| Sup Order Ref | The order reference to go to the supplier |
| Department | The department the purchase order is for |
| Freight | |
| Ex Works Date | The date it is due to leave the supplier before getting freighted to you |
| Incoterm Rule | |
| Transport Mode | How the goods are getting to you |
| Container Load | Full container or less |
Messages Tab
This tab shows all messages (emails) sent in respect to that purchase order.
Delivery Address Tab
| Field | Description |
|---|---|
| Delivery Card | Used usually by drop shipments - where the goods are going straight to the customer from the supplier - If the goods are going to your place of business, this field will be empty and your layout will pick up your details by default. |
| Contact Name | The contact name of where the goods are going from the supplier - usually used by drop shipments. If the goods are going to your place of business, this field will be empty and your layout will pick up your contacts by default. |
| Delivery Name | The name of the business/individual where the goods are going from the supplier - usually used by drop shipments. If the goods are going to your place of business, this field will be empty and your layout will pick up your delivery name by default. |
| Street 1- 4 | The street address of where the goods are going from the supplier - usually used by drop shipments. If the goods are going to your place of business, these fields will be empty and your layout will pick up your address by default. |
| Suburb | The suburb of where the goods are going from the supplier - usually used by drop shipments. If the goods are going to your place of business, this field will be empty and your layout will pick up your address details by default. |
| Phone | The phone number of where the goods are going from the supplier - usually used by drop shipments. If the goods are going to your place of business, this field will be empty and your layout will pick up your phone number by default. |
| Fax | The fax number of where the goods are going from the supplier - usually used by drop shipments. If the goods are going to your place of business, this field will be empty and your layout will pick up your fax number by default. |
Purchase Receipt Tab
| Field | Description |
|---|---|
| Date | The date of the purchase receipt |
| Value Ex Tax Received | The total value ex tax of the purchase receipt |
| Value Inc Tax Received | The total value inc tax of the purchase receipt |
| Transaction Number | The purchase receipt number generated by Readysell (purchase receipt represents the stock on hand received going to quantity on hand in the product file) |
| Status | The status of the purchase receipt (open/in progress/posting/posted/etc) |
| Purchase Invoice | Purchase invoice number generated by Readysell (purchase invoice represents the dollar value going to the supplier open items) |
| Purchase Invoice Status | The status of the purchase invoice (open/in progress/posting/posted/etc) |