Create Purchase Order

From the Dashboard, select Freight from the left navigation and then Purchase Orders.

Open

This will show your list of Purchase Orders or if this is the first one, there will be no listings.

To create a new Purchase Order, either use the easy access menu + at the top of the page, click on Purchase Orders and then create or click on the Create button in the top right of the page.

1. Open

   

   First you need to complete the PO Number on the right. This has a 0 entered as a default but needs to be changed to your starting number. Each time you create a new number, it will automatically populate with the next number in sequence, however, you are able to overwrite this.

2. The currency defaults to USD. This needs changing to the currency you want to pay the Supplier in which will usually be USD.

3. Select how you want the Product to be shipped, either in Cartons or Units. The default is set to Carton.

Next, choose the Company and Supplier you are using from the dropdown boxes. You can also input the ‘Bill to’ and ‘Ship to’ details.

Then enter the Product Start Date - click anywhere on the box and the calendar will appear. Enter the Production Time. This is a free format field so you can type in e.g. 4 weeks or 1 month etc.

Then enter the Payment Term depending on the terms that you agreed with your Supplier.

This is a drop down list and there are a few selections depending on whether you are paying a deposit or not. If you are paying a deposit, select the ‘split’ that you agreed with your Supplier and the deposit % box will automatically populate. You will then pay the deposit agreed with your Supplier with the final payment due once production is complete.

If you choose Credit Account or Letter of Credit, there is no deposit applicable with this type of payment term.

Then choose the payment type from the drop down list.

Select the shipping type - sea or air - and then the Incoterms - FOB or EXW. If you are using Freight, this will be FOB.

Then select the Product from the drop down list. The options available will only be the Products related to the Supplier that you chose. If you haven’t linked the Product to the Supplier, then the Product won’t appear in the drop down list.

Once selected, the description and unit cost price will automatically be populated.

Add in the quantity of cartons and the number of units per single carton. The units ordered will automatically populate along with the net value.

If you are ordering more than one item, just click on +Line Item and follow the same process. If you need to delete the line, just click on the red cross on the right side.

If you choose Units instead of Cartons, the field that you fill in is slightly different but the net figure will automatically populate.

Add in any additional costs into the Sundry Line, such as delivery or packaging costs. This will then be added into the Total. If there is nothing to add in the Sundry Line, just use the red cross to delete the line.

Any additional information not already covered off, can be added into the free format Additional Information field e.g. Shipping Marks must be printed onto each outer carton using the SRN supplied.

Remember to Save your Purchase Order.

When you click on Save, you will be taken back to the Purchase Order Activity page.

You will notice that your order doesn’t have a status applied to it. In order to show the Status, you need to edit the Purchase Order and you will see the Status box with different options to choose.

Just select the most relevant want and save.

Generally, if you have just raised the order to confirm

In the example below, In Production was chosen. You will see that the Status is showing as In Production and the icon colour has turned to yellow.

The different statuses are shown across the top of the page and the stage icon button is shown on the left for each Purchase Order.

When you hover over the line, you will also see the description of each status.