Working with Purchase Orders

Create, receive, and invoice purchase orders in Bevica.

Use Bevica Purchase Orders to manage your expected receipts of stock. They are useful for a number of reasons; to let Users know what to expect and when, give greater visibility/control over costs and help manage budgets and cash flow.

This article goes through the process of creating and completing a basic stock purchase order.

Prerequisites

Vendors, items and location setup.

Creating a Purchase order

Purchase Orders are typically created from the Purchase List or an existing Purchase Order, but can be created from the Vendor Card/List and some Role Centres.

Clicking New will present you with a blank Purchase Order page, the cursor rests on the Vendor No. field. Select the supplier by either typing its name or using the lookup and searching. Once found, the purchase order is given its unique number and Bevica populates the order with default information from the Vendor card; e.g. Buy-from address details, Location Code, Duty Status, Purchaser Code, Shipment Method, Currency Code, Shipment Method Code.

Any information can be changed if necessary.

The default Duty Status is copied from the Vendor Card, change it at this point if necessary.

The following date fields can be used to help manage the PO process:

Field Name	Field Purpose	Note
Document Date	Defaults to today's date when the order is created and used to calculate the Due Date.	We recommend maintaining this date as the date you want the Vendor to have the goods ready. It is Printed on the Purchase Order document as the Requested Ready Date.
Order Date	Defaults to today's date when the order is created.	This date is used to find prices and discounts
Expected Receipt Date	Defaults to blank.	This is the most visible field to other Users in the company, e.g. when they are looking to see when stock should be arriving.
Requested Receipt Date	Defaults to blank.	Can be used in conjunction with Promised Receipt Date if you want to record Vendor/Haulier performance.
Promised Receipt Date	Defaults to blank.	Additional field to record any unplanned change in delivery date.

It is not necessary to populate or maintain all these fields.

There are other, mainly finance-related, date fields on the purchase order, e.g. Posting/Tax Point Date & Due Date. These are only relevant if you are invoicing directly from the Purchase Order instead of a Purchase Invoice and using Get Receipt Lines.

Other useful Purchase Order fields:

Field Name	Field Purpose	Note
Haulier Code	Lets you assign who is going to transport the goods.	See Purchase tracking for more information.
Logistics Information	A free text field to enter any misc. notes	See Purchase tracking for more information.
Logistics Status	A lookup field to help track your orders	See Purchase tracking for more information.
Foreign Trade tab	This holds Intrastat related information
Purchaser Code	Can be used to assign Purchase Orders to Users.

Use an Order Address where the goods are being collected from an alternative address.

Adding Purchase order lines

Purchase order lines can be created in a number of ways.

• By manually populating the Type then No. fields
• By using the Select Items option on the Subform ribbon, Manage, Select Items. This opens the item list for you to select multiple items
• By using the Select Vendor Items option on the Subform ribbon, Manage, Select Vendor items. This opens the item list filtered on the purchase Vendor, for you to select multiple items
• By setting a list of favourites using the Recurring Purchase Lines, see How to work with recurring lines.

Select the Type of line you want to create. The most used options are:

Option	Option Purpose	Note
Comment	Allows you to enter free text that appears on the Purchase order document.
G/L Account	For a misc. financial value.	On Invoicing posts directly to the G/L account
Item	Lets you select an item code to track quantities in inventory.
Resource	For a misc. financial value.	On Invoicing posts using the posting setup on the Resource card.

When an item is added to a purchase line Bevica searches for a Purchase Price and Purchase Line Discount.

As well as the Vendor itself and the item on the line, the following fields on the Purchase order are used to find the most appropriate price and line discount.

• Unit of Measure
• Duty Status
• Currency Code
• Order Date, used to filter price and line discount Starting and Ending Dates.
• Quantity, if prices and line discount have been created with quantity breaks

Prices and line discounts can be changed manually or set to zero.

Completing order entry

When you have finished entering the order you release the order by selecting the Release option on the order ribbon. Many fields on the purchase order cannot be amended whilst the order is Released.

At this point you may want to prepare the purchase order documents using the Print/Send option on the order ribbon.

As part of releasing the purchase order, Bevica will:

• if Purchase Approvals have been set up, it is on Release that Approval emails might be sent. See Walkthrough, setting up and using a purchase approval workflow for more information
• check for decimal quantities on item lines. An error will be displayed if a decimal quantity has been used on an item line for a unit of measure which is not ticked as Disable Item Qty. Decimal Check.

Amending a completed order

Any order can be amended multiple times prior to receipting or invoicing its lines. To amend a Released order you open the order by selecting Reopen on the ribbon in the Release section. This sets the Status field to Open.

Posting

Typically, the logistics Dept. will Receive the purchase order whilst finance Invoice the order. This provides a secure division of duties allowing for a second validation of values.

Prior to receiving the order, quantities and amounts should be checked against warehouse and vendor paperwork. At this stage amendments can be made to the order making sure its status is Open.

The Location Code on the order determines the process necessary to receipt goods.

One of the following options will apply:

• The Order can be receipted directly from the Purchase Order.

Using the Posting option on the order ribbon select Receive. This will create Item Ledger Entries for any Item lines with values in the Qty. to Receive field. If set up, values against these lines are also posted as Expected Costs against those same Item Ledger Entries. Receiving directly from a purchase order is typically used for basic store rooms or third-party warehouses.

• The Order can be receipted via an Inventory Put-away.

Where the Location has been set up with Inventory Warehousing Put-Aways, i.e. you are managing the warehouse yourself, with bins, you normally would want to create a separate document to receive the goods.

On the ribbon; Actions, Warehousing section, click Create Inventory Put-away/Pick’. On the report's request form select ‘Create Invt. Put-Away’ then OK. This creates a Warehouse Inventory Put-away transaction that now needs to be receipted. This document allows you to manage receipting stock with bins more effectively.

This is typically used for storerooms/warehouses where an additional receipting step is required or bins are used.

The results of receipting item lines are the same as above.

In both cases, avoid part-receipting purchase orders. Any remaining quantities removed from the original order and added to a new order if necessary.

When stock is receipted the following fields on the purchase order are updated, Completely Receipted, Partially Invoiced & Amt. Rcd. Not Invoiced (LCY).

Posted Purchase Receipt

When a Purchase order is receipted it creates a Posted Purchase Receipt. This is an archive of the purchase order at the point it was receipted. From the Posted Purchase Receipt page, select Navigate on the ribbon to see what other records Bevica has created, most commonly: Item Ledger Entries and G/L Entries.

Correcting a Purchase Receipt

There is an Undo Receipt function which can be used if you have receipted a purchase order in error. This function can only be used if additional charges were not added to the purchase order. To use Undo Receipt:

1

Step 1

Navigate to the Posted Purchase Receipt

2

Step 2

Select the line or lines you would like to undo and select Functions, Undo Receipt at the line level

3

Step 3

A corrective line will be inserted on the purchase receipt and the Qty Received will be amended on the purchase order

If you have posted a purchase receipt incorrectly and it has additional charges posted, you will not be able to use the Undo Receipt function. You will need to:

1

Step 1

Fully invoice the purchase order that has been incorrectly receipted

2

Step 2

Navigate to the Item Charge Revaluation Journal and re-value all additional charges down to 0 for all incorrectly receipted lines. See Item Charge Revaluation Journals

3

Step 3

Create a Purchase Return Order for the incorrectly receipted stock. See Working with Purchase Return Orders

4

Step 4

Re-create the original Purchase Order as required

The additional charges should be revalued down to 0 before creating the purchase return order so that the value of the stock being returned is the cost from the purchase order line/s excluding the additional charges.

Purchase Archives

At any point in the lifecycle of any purchase document, it can be archived. This takes a snapshot of the current state of the document and saves it for reference.

A purchase order can be manually archived at any point using the Archive button on the order ribbon, Actions, Functions.

A purchase order can be automatically archived on deletion by setting the appropriate fields in Purchases & Payables Setup, Archive fasttab.

See more information here How to Archive documents