Purchasing

From aeonscope

Purchase Orders are requests made by your company to a Supplier for goods or services.

Contents 1 Purchasing Icons 2 Purchasing Terminology 3 Working with Purchase Orders 4 Locating an Existing Purchase Order 5 Creating a New Purchase Order from a Quote 6 Creating a New Purchase Order Without a Quote 7 Purchase Order Item Lines

Purchasing Icons

New (Alt + N)

View (Alt + V)

Edit (Alt + E)

Clear (Alt + C)

Save & Exit (Alt + X)

Cancel & Exit (Esc)

Search/Lookup (Alt + ↓)

Start/Go (alt + S)

Stop/Cancel Search

Purchasing Terminology

• Creditors - a Contact your company purchases goods or services from. Also known as a Supplier
• Number - The Purchase Order Number
• Query Contact - the Employee within your company who can answer questions regarding a specific Purchase Order

Working with Purchase Orders

Launch aeonscope from the icon in the system tray. Select Purchasing → Orders, or Creditors → Purchasing. This will open the Purchase Orders window.

Locating an Existing Purchase Order

The Purchase Order Database can be searched by either Creditor or Purchase Order Number. Type in the Creditor code or Purchase Order number; or use the Search/Lookup button next to the corresponding field in the Purchase Orders window to launch a Lookup window.

Searching via the Creditor field will open the standard Contacts lookup. Searching via the Number field will launch the Purchase Order Lookup window.

You can search via:

• Supplier - using the contacts database to search for debtors and creditors
• Date Ordered - the date the Purchase Order was created
• Date Required - the date the items were required by, as indicated on the Purchase Order
• Supplied Item - the Item (usually a resale item in this instance) that has been ordered
• Invoiced - a Yes/No drop-down list. Search for Purchase Orders depending on whether an Invoice has been generated for that Order
• Ship to - search by delivery address
• Query Contact - search by Employee, this will show Purchase Orders created by Employee.

Creating a New Purchase Order from a Quote

The easiest way to create a new Purchase Order is via an Accepted Quote. Using the Quote data to create a Purchase Order will help track the progress of the Job involved through the database, and will also save time in cross-referencing and keying in data.

For example, Mr Wile E Cyote has called and asked for a Quote for a Large Anvil and a Washing Machine. You have already taken Mr Cyote's details when creating the Quote for both items (Please see the Sales Quotes Example.) Mr Cyote accepted your Quote, which went on to become an Order - putting in place all the elements to provide Mr Cyote with the goods and services he has requested. As your company is not in the business of making Large Anvils, you will need to order the Anvil from one of your suppliers/Creditors. By first opening the Sales Quote we can create a Purchase Order that already has all the relevant details, such as delivery address, item numbers and creditor details.

Open the Sales Quotes window and locate the relevant Quote. Please refer to Loacating an Existing Quote for detailed instructions on this step. With the correct Quote Number in the Quote Window, and with the Quote flagged as Accepted click on the Order menu at the top of the window.

This will open the Ordering window:

If only the button is available next to the Debtor Order field, this indicates that a Sales Order has not been created for this Quote. Sales/ Debtor Orders must be created before Purchase Orders.

In the Suppliers field will be a list of all the Suppliers (Contacts Creditors) for this Quote. Highlight the name of the Creditor you wish to make an Purchase Order for and click the New button, or use the keyboard shortcut Alt + P.

This will open the Purchase Orders database and automatically create a new Purchase Order with all the relevant details from the Quote included.

You may change any of the fields in this window to suit the order, with the exception of the 
Purchase Order Number and the Creditor. Note however, that it is possible to 
change the address that will be printed on the Purchase Order to the Creditor/Supplier 
delivery address by unchecking the Use mailing address box.

• The Ship to address indicates the address you wold like the Supplier to have the goods delivered to. By default this will be your company's address, although this address can be changed to the address of any of the contacts in your database.

• Query Contact indicated the Employee of your company that any enquiries about this order should be directed to. This can be changed at any time.
• Date Ordered by default will be the day the Purchase Order was created, this can be changed to any past or future date as needed.
• Date Required is the deadline date that the items need to arrive at the Shipping Address by. This date is taken from the information on the corresponding Quote, although it can be changed at any time.
• The Notes field is for any additional instructions you wish to pass on to the Supplier with regards to the Purchase Order. The contents of the Notes field will be printed on the Purchase Order.
• The Items lines are the articles that are being ordered from your supplier. Doubleclicking on an Item Line, or highlighting the Line and clicking the Edit button will open the details of that line in a new window. Please refer to Purchase Order Item Lines on this page.

When the Purchase Order is complete click th OK button to Save & Exit. You will be prompted whether or not you wish to Print the Purchase Order. Clicking Yes will display the Purchase Order in a browser (Internet Explorer/ Firefox etc.) window. Print this page by using the FIle → Print menu option in the browser.

Creating a New Purchase Order Without a Quote

Occasionally you may need to create a Purchase Order for items that have not been part of a Quote. This is commonly the case when ordering consumables or new equipment for your offices.

Open the Purchase Order window from the icon in the Taskbar - Select Creditors → Purchasing.

With the Purchase Order window open, enter the Creditor code for the Creditor you wish to make a Purchase Order for. Click on the New button.

This will open a new Purchase Order window with the basic fields completed.

The Ship To address will have your companys delivery address entered by default. The Query Contact will contain the name of the person logged into aeonscope when the Purchase Order was created. By default the Date Ordered will contain today's date, and the Date Required will be tomorrow's date. Any of these fields can be changed.

The next step is to specify which supplies you wish to place a Order for. In the Items list, click on the Add button to add a new Item Line. Please refer to Purchase Order Item Lines for further information.

When the Purchase Order is complete click the OK button to Save & Exit. You will be prompted whether or not you wish to Print the Purchase Order. Clicking Yes will display the Purchase Order in a browser (Internet Explorer/ Firefox etc.) window. Print this page by using the FIle → Print menu option in the browser.

Purchase Order Item Lines

Purchase Order Item Lines contain information about the items you wish to purchase from a Creditor/Supplier. Before you can add an Item Line, information about the Item must exist in the Items database. Purchase Order Items will usually be Resale or Not for Resale Items.

To add a Purchase Order Item line, click on the Add button in the Items list in the Purchase Order Entry window. This will open a Purchase Order Line Entry window.

• Use the Search/Lookup button next to the Item No. field to browse the Items database to find the article you wish to order. Based on the Item template the Suppliers Code and Description will be completed.
• Enter the number of the item you wish to order in the Quantity Qty field. This will automatically generate the Unit Price, Total(exGST), GST and Total(Inc). Use the Ex GST checkbox if the items are not subject to tax. The Unit Price can be edited, if the dollar value is change then the remaining fields will be updated to reflect the new price.
• The Date Required field should display the date you need to have the items delivered by.
• If the Items is requires as part of a Job the corresponding Job Code should be entered in the Job Code field. Use the Search/Lookup button to open the Job Lookup window, or the button to view a list of Jobs which require the Item. If there is no associated Job then leave this field blank.
• Recording an appropriate Account Code for the item line can save considerable headaches for your company's accounts team. Use the Search/Lookup button to search the various account codes, or use Tree View to browse through the account divisions.

When all fields are completed click the Ok button to Save & Exit. The Item Line should now appear in the list in your Purchase Order.