Purchase order registration

After the demand has been identified, the next step in the purchase order process is to register the order into the system. Once it's registered, it will be used to track and to update the progress of the purchase order process.

Purchase order registration can be performed in the standard purchase order layout, from purchase estimate report or in a customised layout. Here we will go through how to enter a purchase order in the standard purchase order layout. Orders created in the standard layout will get order type 1 - Normal order and transaction type 6 - Purchase

As soon as the order line is registered, a new post in the Shipment table is created with a new shipment number and the incoming quantity in the Inflow field. This is aggregated into the Stock balance table. The new shipment number and quantity is added as a new post in the Reservation table.

The following fields have to be filled in when entering purchase orders:

Order number - results in the Transaction type and Order type fields being completed automatically.
Supplier number - if you don't complete this field in the order head or the order lines the purchase order will not be printed. When you enter the supplier number in the order head, several other fields are completed automatically with the information already entered about the supplier in the Associate table. All details can be changed. You don't need to complete the Supplier number field when printing an inquiry.

The table below describes some of the fields that are relevant in addition to the usual fields such as order number, supplier number and so on, when you are entering a purchase order:

Field	Description
Lead time	The lead time is suggested from delivery alternatives when you enter the product number. You can change the value in the field, and this will then affect the calculation of the required delivery date and the confirmed delivery date.
Transport time	The transport time is suggested from delivery alternatives when you enter the product number. You can change the value in the field, and this will then affect the calculation of the value in the Arrival/departure date field.
Required delivery date/week	In a purchase order, the delivery date is suggested as the order or transaction date + lead time when you enter the Product number and Supplier number/Delivery alternative number. You will be given a warning if the delivery date/week in the order head cannot be observed. The warning shows you how many days the shortfall is. For all transaction types except purchase the required delivery date/week is set as the current date when entering the order date/transaction date. If you want to define a different delivery date or week you can override this field. The delivery date that you define is used for all order lines for which other delivery dates or transaction dates are not defined. Note: You can disable the completion of the required delivery date in the Calculate delivery date field in the Company information table.
Confirmed delivery date/week	In these fields you can enter the confirmed delivery date or week for the order. The confirmed delivery date and week is suggested using the same date as you enter under Required delivery date. The values in these fields can be overridden. Note: You can disable the completion of the confirmed delivery date in the Calculate delivery date field in the Company information table.
Arrival date/week	In the order head you can enter the arrival date/week for when you expect a purchase order to be delivered. When entering the Product number and Supplier number/Delivery alternative number, the arrival date/week will be suggested as the confirmed delivery date or required delivery date + transport time in the order lines. The Arrival/departure date is used as the date in theStock change table for when products on order are expected to be in stock. If the Arrival/departure date field is not completed, the confirmed delivery date is used. The values are then used in the following sequence: Required delivery date Transaction date This date is transferred to the shipment's received date and is updated on an ongoing basis.
Total before group discount	This field shows the total of all order lines excluding line and total discounts but including group discounts, VAT, special taxes and invoice fees. The field is updated as the order is changed, for example if you add order lines. There are two fields per price and amount field type: one for foreign and one for domestic prices. The domestic price is defined in the Company information table.
Delivery alternative number	If you want to select a specific delivery alternative for an order line, enter which line number in the Delivery alternatives table that you want to use. By entering which delivery alternative you require when entering a purchase order, the economical lot size will be suggested as the invoiceable quantity and the delivery date will be calculated on the basis of the order date/transaction date + lead time + transport time. Business NXT processes the delivery alternative number so that at a later date you can call up the right delivery alternative, for instance if you want to print the supplier's product number and product description in inquiries and purchase orders.
Send in to associate number	In the Send in to associate no. field in the Associate table you can enter the associate number to which the supplier should normally deliver the goods. This is used if there is a different associate/delivery address than your own company, for example for orders that are to be delivered straight to the freight company or the customer. If this field is completed for the supplier, the information entered in this field is automatically completed when you enter a purchase order. If this field is not completed for the supplier, values from the Company information table are suggested. In the Delivery name field, the company's own name is retrieved from in the Company table.

Entering the purchase order

Open the Purchase order layout, and select the Registration tab.
Enter the order in the order entry window:
- Click + in the Order no. field to generate a new number. The Transaction type and Order type fields are completed automatically.
- Add the supplier in the Supplier no. field. You can enter the supplier number, supplier name or parts of these in the Supplier no. field and press enter to open the Search for Sup. no. dialog. You can also double-click or press * to open this dialog. When you enter the supplier number, several other fields are automatically completed with the information about the supplier from the Associate table. You can change all items of information.
- Start by filling in information applying in general to the whole order and information that is the same for all or most order lines in the order head. Several of the items that you enter in the order head can be overridden in the individual order lines.
  Note:
  Don't enter the supplier number in the order head if you want to override it on the product lines. Trying to change the supplier number on the product line will result in an error message.
Continue with entering the individual product lines. If you have entered alternative suppliers for the products you can include the Delivery alternative table. The table shows you if a product can be ordered from another supplier, for example if the usual supplier is not reliable.
Complete all the fields that you want to and save.
Note:
If you enter different supplier numbers in the product lines you must run the Split processing before you can print the purchase order. See also: Split

Currency adjustment of purchasing invoices during finishing and receipt of invoices

The Exchange rate and Cost exchange rate fields in the order head are connected to each other, which means that if you change one of the fields, the other is also affected.

If you have selected the Cost prices in currency option under order processing in the Company information table, Business NXT will suggest the cost currency number and cost exchange rate when you enter the currency number and exchange rate in a purchase order or purchase order line. The cost exchange rate is only suggested if the cost exchange rate number is the same as the currency number, in which case the cost price is also calculated.

When you save a purchase order, the cost currency number, cost exchange rate, cost price in cost currency and default currency are copied from the order line to reservation lines, where everything is not realised.

If you have selected the Reduplicate from order head to order lines when storing option but not selected the Cost prices in currency option under order processing in the Company information table, and you change the exchange rate in the order head, the cost price is calculated in the cost currency and the default currency in purchase order lines with an unrealised quantity and associated reservation lines.