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Add New Purchase Order

Zumzum Financials Knowledge Base

    Overview

    A Purchase Order is a record issued by a buyer to a seller indicating types, quantities, and agreed prices for products or services. They can later be converted into Purchase Invoices

    Create A Purchase Order From The Purchasing Tab

    1. Navigate to the Purchasing tab.
    2. Select Add New Purchase Order.
    3. In the Supplier Name field, enter the Account name of your Supplier or use the lookup button to view a list of Suppliers.
    4. The Order Date is the day in which the order was made on, today’s date will automatically be selected. You can change this by clicking the field and selecting a date from the drop-down calendar.
    5. Select the Type of purchase, either Stock PO or non-stock PO.
      • You are able to link/complete other fields but they are not necessary to complete the Purchase Order so at this point go ahead and link the records accordingly.
    6. Now you need to add the line items, these are the items that you are buying on the Purchase Order.
    7. Firstly enter the N/C (Nominal Code) and select the N/C Name (Nominal Account).
    8. Next, in the Narrative enter the name of the product or service you are purchasing.
    9. Now enter the Qty (Quantity), which is the number of this specific item bought.
    10. Enter the Price, then click out of the field in order to update the following fields: Tax, Net.
    11. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
    12. Select to Add, in the Options box, this will add the item to the Purchase Order
    13. Repeat Step 6 –> Step 11 for every item on the Purchase Order.
    14. Finally, Click Save once all the line items are added.

    Create A Purchase Order From The Purchase Order Tab

    1. Navigate to the Purchasing Order tab.
    2. Select Add New Purchase Order.
    3. In the Supplier Name field, enter the Account name of your Supplier or use the lookup button to view a list of Suppliers.
    4. The Order Date is the day in which the order was made on, today’s date will automatically be selected. You can change this by clicking the field and selecting a date from the drop-down calendar.
    5. Select the Type of purchase, either Stock PO or non-stock PO.
      • You are able to link/complete other fields but they are not necessary to complete the Purchase Order so at this point go ahead and link the records accordingly.
    6. Now you need to add the line items, these are the items that you are buying on the Purchase Order.
    7. Firstly enter the N/C (Nominal Code) and select the N/C Name (Nominal Account).
    8. Next, in the Narrative enter the name of the product or service you are purchasing.
    9. Now enter the Qty (Quantity), which is the number of this specific item bought.
    10. Enter the Price, then click out of the field in order to update the following fields: Tax, Net.
    11. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
    12. Select to Add, in the Options box, this will add the item to the Purchase Order
    13. Repeat Step 6 –> Step 11 for every item on the Purchase Order.
    14. Finally, Click Save once all the line items are added.

    Create A Purchase Order from A Purchase Requisition

    1. Find the Purchase Requisition that is to be converted into a Purchase Order and click on it to access the record.
    2. Click on the Create Purchase Order button. Please notice that its status has to be Approved to be converted into a Purchase Order.
    3. The system will display the Purchase Requisition Line Items that the Purchase Requisition consists of.
    4. Select the desired line item by clicking in the checkboxes on the left-hand side
    5. Accept the default Supplier associated with the product or search for an alternative Supplier.
    6. Click on the View Draft Purchases Orders button.
    7. The system will display the selected items Purchase Order(s) in a different section at the bottom of the page.
      • Purchase Requisition Line Items, to be purchased from the same Supplier will be grouped in to a single Purchase Order.
    8. Enter the values for Quantity for each line item
    9. Enter the Price for each line item can be manually edited before creating the Purchase Order.
    10. Click the Create Purchase Order button to generate your Purchase Orders.
    11. Once created, you will be redirected to the Purchase Order tab, where you will see your Purchase Orders in your list view.
      • depending on your list view, go to All or Recent list views.

    Create A Purchase Order From A Supplier Account

    1. Find the Supplier Account you wish to generate a Purchase Order for
    2. Navigate to the Purchase Order related list and select New
    3. In the Supplier Name field, enter the Account name of your Supplier or use the lookup button to view a list of Suppliers.
    4. The Order Date is the day in which the order was made on, today’s date will automatically be selected. You can change this by clicking the field and selecting a date from the drop-down calendar.
    5. Select the Type of purchase, either Stock PO or non-stock PO.
      • You are able to link/complete other fields but they are not necessary to complete the Purchase Order so at this point go ahead and link the records accordingly.
    6. Navigate to the Purchase Order line Items and enter the N/C (Nominal Code) and select the N/C Name (Nominal Account).
    7. Next, in the Narrative enter the name of the product or service you are purchasing.
    8. Now enter the Qty (Quantity), which is the number of this specific item bought.
    9. Enter the Price, then click out of the field in order to update the following fields: Tax, Net.
    10. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
    11. Select to Add, in the Options box, this will add the item to the Purchase Order
    12. Repeat Step 6 –> Step 11 for every item on the Purchase Order.
    13. Finally, Click Save once all the line items are added.

    Create A Purchase Order From A Sales Order

    1. Find the Sales Order you wish to generate a Purchase Order for
    2. Click the Create Purchase Order button
    3. In the Supplier Name field, enter the Account name of your Supplier or use the lookup button to view a list of Suppliers.
    4. The Order Date is the day in which the order was made on, today’s date will automatically be selected. You can change this by clicking the field and selecting a date from the drop-down calendar.
    5. Select the Type of purchase, either Stock PO or non-stock PO.
      • You are able to link/complete other fields but they are not necessary to complete the Purchase Order so at this point go ahead and link the records accordingly.
    6. All Sales Order Line Items are loaded in the Purchase Order line Items, ready for you to edit or add new line item.
    7. Edit the N/C (Nominal Code) and select the N/C Name (Nominal Account).
    8. Next, in the Narrative enter the name of the product or service you are purchasing.
    9. Now enter the Qty (Quantity), which is the number of this specific item bought.
    10. Enter the Price, then click out of the field in order to update the following fields: Tax, Net.
    11. Now select the T/C (Tax Rate) from the drop-down menu, this will automatically be applied to the price to work out the new total.
    12. Select to Add, in the Options box, this will add the item to the Purchase Order
    13. Repeat Step 6 –> Step 11 for every item on the Purchase Order.
    14. Finally, Click Save once all the line items are added.

     

    in Purchase Order Tags: opportunity, purchase, Purchase Order, Purchase requisition, Sales Order, supplier

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