• Contents

Purchase Order Reference

Last updated 29/11/2016

This article details each field in the Purchases module and explains what they can be used for.

Explanation of Fields


 

 

Field Name Function
Top Section
First Name First name of your contact at the supplier.
Last Name Last name of your contact at the supplier.
Company Required. Company name of the supplier.
Phone Phone number of supplier.
Mobile Mobile number of supplier.
Fax Fax number of supplier.
Email Address Email address of supplier.
Alternative GL Account For accounting integration purposes. If you'd like your entire Sales Order to push to an account other than the default account that has been set up. See more on Alternative GL Accounts here.
Tracking Code This is a text field for a courier code, if you are given one.
Payment Terms Payment terms that will push to your Accounting Software. More information here.
Project Name Project names can be used for reporting purposes. More information here.
Billing Address (6 fields) This is the Billing Address of your supplier.
Delivery Address (9 fields) This is the address the goods should be delivered to. i.e. your address. Populated from the chosen Branch, these details can be updated by editing the Branch contact - see here.
Internal Comments Comments that you would like visible to other users of your system. These are not printed on any documents.
Delivery Instructions Comments that you would like visible to your supplier. These will be printed on documents.
Middle Section
Type System field: this will always be 'Purchase Order', and cannot be changed.
Selected Supplier This will populate with the chosen Supplier.
ID This will populate with the chosen supplier's ID.
Created Date This is the date and time the Purchase Order was first saved.
Supplier Acceptance An optional field for noting the date your Supplier accepted the order.
ETD Estimated Time of Delivery. This will be visible in the OTS window - see above.
Fully Received Entering a Fully Received date receipts all items in the order in to stock.
Invoice Date Invoice Date is the date of invoice from your supplier.
Supplier Invoice Number For entering your supplier's invoice number. This is a required for import into your Accounting Software.
Branch This is the Branch the stock will be received into.
Distribution Branch If you receive part of an order at a separate Branch, you can select another Branch here.
Product Grid
Currency Field This is the default conversion back to your base currency. For more information on purchasing in other currencies, see our documentation here.
Cost Column This chooses the Cost Options you will have set up in the Launchpad.
Tax Dropdown Selects the method by which tax is applied - Exempt, Exclusive or Inclusive.
Format Format the line items, plus other useful actions.
Sort The order in which line items appear. The move an item further up the list, give it a lower number.
BOM Load Load a Bill of Materials, or create your own. More information on this here.
Code Product code or SKU - entering a code here will search for the products.
Supplier Code This is the code your supplier uses to refer to a product. It can differ from the Product SKU that you use. You can search by Supplier Code by entering a Supplier Code into the Code field to the left of it.
Product Name This is the product's name. You can search on the Product Name, 3 letters is the minimum.
Option 1 These price options will auto-populate from the products details, and should otherwise be left blank.
Option 2 These price options will auto-populate from the products details, and should otherwise be left blank.
Option 3 These price options will auto-populate from the products details, and should otherwise be left blank.
Notes These are additional notes you need to make against line items.
Transaction Links These are used for linking Freight items to other Purchase Orders - see this article here.
Stock This field automatically populates, showing the stock control method of the selected product.
Qty Ordered This is the quantity of products that you are ordering.
Qty Received This is the quantity of products you eventually receive. It doesn't necessarily have to match the qty ordered - depending on if you create a back-order - see above.
Account If you'd like to push individual line items to separate General Ledger Accounts or apply a different Tax Rate to a specific line. More information here.
Unit Cost This is the cost the supplier is charging you.
% Disc Used if the supplier is giving you a percentage discount.
Total Discount Used if the supplier has given you a dollar discount.
Sub Total This is a calculated field, and multiplies the quantity by the discounted item cost.
Freight For Freight Sales. Enter a description of the Freight i.e. 'UPS' and enter an amount in the field to the right of it.
Surcharge For additional charges such as Credit Card charges. Enter a description of the surcharge i.e. 'Card fees' and enter an amount in the field to the right of it.
Discount For a dollar discount on the entire order. Enter a description of the surcharge i.e. 'Card fees' and enter an amount in the field to the right of it.
Payments
Payment Type If you wish to record payments against a Purchase Order. Note that this does not sync with your Accounting Software, so is for information only, and is not required. More information on creating Payment types can be found here.
Amount The dollar amount of the payment received.
Date The date the payment was received.
Comments For recording any comments necessary.
Reconcile Date Date of reconciliation in your Accounting Software.
Batch No System field - leave blank.