Outcomes - Purchase Order Processing

Checklist to validate Purchase Order Processing in Bevica Select. Post receipts and invoices, then verify item, value, and vendor ledger entries.

Use this checklist after the Purchase Order Processing training.

It helps you prove you can buy stock, receive it, and correct mistakes safely.

Before you start

You need:

• Access to Bevica Select (ideally a test company)
• Introduction to Business Central
• Inventory
• Purchase Order Processing

Recommended:

• Work through this with a finance user.
• Capture evidence (posted receipts, item ledger entries, and where costs landed).

Completion criteria (what “done” looks like)

You’re done when:

• Users can create a PO in the formats you sell/buy in.
• You can receive and invoice receipts using your preferred process.
• You can correct common errors without breaking audit trail.
• You can prove the posting impact (item/value/G/L entries).

Purchase orders

Create purchase orders for the scenarios you actually use

Do

1. Create a Duty Free purchase order (if applicable).
2. Create a Duty Paid purchase order (if applicable).
3. Add an Additional Charge to a purchase order (if used).
4. Create a PO for a sample or free of charge receipt (if used).
5. Create a PO for bottles and/or cases.
6. Create a foreign currency purchase order (if used).
7. Send a Purchase Order Confirmation to the supplier.

Check

• VAT and pricing behave as expected.
• The correct unit of measure is used and converts correctly.

Useful references:

• Working with Purchase Orders
• Document Additional Charges
• Simplified Purchase Order process diagram

Purchase quotes (optional)

Skip this section if you don’t use quotes.

Do

1. Create a purchase quote.
2. Convert it to a purchase order.

Check

• Defaults and prices flow as expected.

Blanket orders (optional)

Skip this section if you don’t use blanket orders.

Do

1. Create a purchase blanket order.
2. Create a PO from the blanket order (change Qty. to Receive).
3. Link a manually created purchase order to the blanket order.
4. Link a purchase return order to the blanket order.
5. Explain the blanket line quantities:

   • Quantity
   • Quantity to Receive
   • Quantity Received
   • Quantity Invoiced

Check

• Users can tell what is still outstanding.

Purchase return orders (stock returns)

Do

1. Create a purchase return order using Get Posted Document Lines to Reverse.
2. Return a partial case (1 bottle out of a case).

Check

• You can trace the reversal across:

  • posted documents
  • item ledger entries and value entries
  • the G/L impact

Useful reference: Working with Purchase Return Orders.

Comments, notes, and attachments

Do

1. Add an Attachment and/or Comment to a purchase document.
2. Add vendor comments (Internal / Purchase Documents) and confirm where they appear.
3. Add line comments on a purchase order or invoice.
4. Create and use Standard Text for repeatable comments.
5. Decide whether you will use item extended texts.

Check

• Users can see the information at the right time (order vs invoice vs warehouse).

Purchase order tracking (logistics)

Do

1. Add a shipping agent.
2. Populate Logistics Information.
3. Maintain Logistics Status through the PO lifecycle.

Check

• Your filters and reporting can find late/expected orders.

Receiving

Receive, part-receive, and correct receipts

Do

1. Receive a full purchase order.
2. Part-receive a purchase order.
3. Explain the impact of part-receiving with Additional Charges (if used).
4. Try Undo Receipt:

   • with additional charges
   • without additional charges

Check

• You know when Undo Receipt is blocked, and what to do instead.

Open Purchase Lines

Monitor purchasing activity

Do

1. Open Open Purchase Lines.
2. Filter it by:

   • Document Type
   • Type
   • Posting Date
   • Vendor No.
3. View reservations against incoming supply (if used).

Check

• Users can answer “what’s ordered but not received” quickly.

Useful reference: Bevica Reservations.

Prepayments (if used)

Skip this section if you don’t use supplier deposits.

Do

1. Set a default Prepayment % on a vendor.
2. Create a purchase order with a prepayment %.
3. Post the prepayment invoice and review entries.
4. View the posted prepayment invoice from the purchase order.
5. Check for outstanding prepayment invoices.
6. Reverse/cancel a prepayment invoice (prepayment credit memo).

Check

• You can see which orders are blocked waiting for prepayment.

Useful reference: Prepayment Invoicing.

Purchase prices and discounts

Skip this section if you don’t use purchase price lists.

Do

1. Create item/vendor pricing and confirm it flows onto a PO.
2. Create duty free vs duty paid prices (if applicable).
3. Explain what a blank variant price does.
4. Explain the impact of Unit of Measure Code on pricing.
5. Create discounts and confirm they apply.
6. For foreign currency orders:

   • validate the exchange rate used on posting
   • add a spot exchange rate and confirm the result

Check

• Users can predict the price chosen (most specific).

Useful reference: Sales and Purchase Prices and Discounts (New Price Experience).