In this guide, we show How to Create a New Purchase Order within the Finance Module.
This Guide forms part of the ACCOUNTS PAYABLE USER GUIDE. Click to see Related Guides.
Access: The minimum permissions required to create a new Purchase Order are found in the Finance Module section of Config > Setup > Roles & Permissions.
Pre-requisites: In order to create a new Purchase Order, an Order Book is required by the Finance Module. This can be set up using the following guide: How to Create an Order Book.
Please also review your Purchase Order Settings prior to creating a Purchase Order. For further detail on how to do this please see: How to Manage Purchase Order Settings.
Related guides:
- Accounts Payable User Guide
- How to Create an Order Book
- How to Authorise a Purchase Order
- How to Send a Purchase Order
- How to Manage Purchase Order Settings
To begin, go to Modules > Finance > Finance Home Page > Accounts Payable > Purchase Orders.
This will take you to the Purchase Order List where you can find all functions relating to the Purchase Order process.
Two options are available from this page, either to add a New Standard Purchase Order or to add a New Free Text Purchase Order.
New Standard Purchase Order
After clicking on New Standard, enter the required data with a minimum requirement of the asterisked fields Order Date, Book and Supplier. If multiple Bank Accounts are set up, pay attention to the Pay From field. If required, include Requested By and then choose the staff member (who must have a valid contract on their staff details).
Click Save once the header details are entered.
This allows Order Lines to be added.
Click Add.
Enter the required data into the fields shown below. Please note, any fields marked with * are mandatory.
A New Standard Purchase Order allows for the entering of a Part Number, Part Description and Quantity.
Click Save if the Order Lines are complete, or Save & Next if the Purchase Order requires additional Order Lines.
Once the Purchase Order is complete, click Save on the top control panel.
The Purchase Order is now complete and saved in a Not Yet Authorised status.
For Authorisation, please see: How to Authorise a Purchase Order.
New Free Text Purchase Order
The process for creating a Free Text Purchase Order is the same as it is for a New Standard Purchase Order until the Adding and Editing of Order Lines stage.
Here, a New Free Text Purchase Order allows for the entering of a free text description of the item required. The Quantity Ordered is restricted to one per item line.
Having Added and Saved Order Line(s), complete the Free Text Purchase Order in the same way as a Standard Purchase Order.