A bulk purchase order Purchase orders are used to order items that may be used during work on your jobs. You can create a purchase order for items for a single job, or a purchase order for items for several jobs (a bulk purchase order). can be created in the Purchase Order Manager to purchase a range of goods and services from a selected supplier, for multiple different jobs.
To create a bulk purchase order in the Purchase Order Manager:
- In the Business menu, select Purchases > Bulk Purchase Order.
- On the New Purchase Order screen, provide the following information, as required.
Field Description Supplier The name of the supplier of the required goods and services. Select the required supplier from the drop-down list. Description Description of the purchase order. The text you type here will be included in the purchase order. Delivery Address Required delivery address. - Next.
- On the View Bulk Purchase Order screen, select the correct tax rate from the Tax drop-down list. This rate will be applied to all items on the purchase order, unless a specific tax rate is set for individual items below.
- In the Job drop-down list, select a job to include in the purchase order.
For each selected job, perform either Step 6 or Step 7.
- If the selected job contains any unordered cost items, these are displayed in a panel below the Job field.
- Select all the cost items that you wish to include in the purchase order. You will be able to include any unselected items in a later purchase order, if required.
- Add. The selected items are added to the purchase order items listed at the bottom of the screen.
- Include more costs?
- If yes, then go to Step 5.
- If no, then go to Step 8.
- If you wish to include additional cost items (that are not already in the selected job) in the purchase order.
- Provide the following information, as required.
Field Description Description Description of the item whose cost is to be included in the purchase order. The text you type is matched against the cost items, stored in the Cost Admin database (Business > Settings > Costs), so that you can select one of these items if you wish.
Alternatively, you can just type in details of a new cost item (which is added to the purchase order but not to the Cost Admin database). Any new cost items added to the purchase order in this way will be added to the job when the purchase order is receipted.
Quantity The number of items required. This could be a simple count of the number of items or a number of units (10 metres of cable, for example). Unit Cost The expected cost per item. Code The supplier's or manufacturer's code for the item. Tax The tax rate to apply to the item. This must match the value selected in the Tax field for the whole purchase order, unless it is set to zero for the item specifically. Notes Any notes you wish to include on the purchase order for this item. - Add. The item is added to the purchase order items listed at the bottom of the screen.
- Include more costs?
- If yes, then go to Step 5.
- If no, then go to Step 8.
- Provide the following information, as required.
- Check that the information shown is correct then select one of the following buttons.
Once a purchase order has been issued, the financial details it contains cannot be changed.
Button Description Save Draft & Print Saves current purchase order information and displays the Print Purchase Order screen.
Save Draft Saves current purchase order information and displays the main Purchase Order Manager screen. You can edit purchase orders while they are in the draft state.
Issue & Print Changes purchase order status to Issued, saves current purchase order information and displays the Print Purchase Order screen. Issue Changes purchase order status to Issued, saves current purchase order information and displays the main Purchase Order Manager screen.
Issue & Receipt
(on Issue drop-down)
Changes purchase order status to Issued, saves the current purchase order information and displays the Purchase Order Full Receipt screen.
Cancel Deletes the current draft purchase order.