Express orders

The Express orders expenditure screen is a simple version of the New order expenditure screen, to record new purchase orders quickly. Entering these into the system lets you keep track of commitments placed against your budgets.

See also Expenditure.

If desired the new order can be batched, so that you can enter the data without immediately updating the budget, bank account and analysis code records.

To create an express order

1. From the Transactions menu choose Expenditure and click the Express order tab.
2. Under Express order header, choose the Supplier for this transaction, by typing in their name or code.
   You can enter the first few characters and select the required account from the search results. You will be offered the option to add new supplier on the fly, by clicking Create new code . (See also Income sources and suppliers.)
3. If you need an internal reference, enter it in the User order no. field. (This is different from the order number that the system will generate.) 
4. By default today's Date is displayed. If required you can edit this entry to apply a different date to the credit note.
5. Enter a Description for this purchase order.
6. If applicable, change the S16 option (normally No).
7. Specify a contact person in the FAO field, if applicable.
8. Enter the Nett total amount.
9. Set the Budget account for this order line, by typing in the budget code.
   You can enter a partial code and use to select the required account from the search results.
10. Enter the Analysis code for this order line. 
    You can enter the first few characters and use to select the required analysis from the search results.
11. To choose a Funding Stream for this order line if applicable, click and choose from the drop-down list.
12. To choose a Cost Centre for this order line if applicable, click and choose from the drop-down list.
13. In the Batch this order field click Yes if you want this transaction to be batched, and then enter a Batch Reference if required.
14. From the Bank account drop-down list, choose the account from which this purchase order will be debited.
15. You can add files to this order by clicking the paperclip in the top right hand corner of the order. This will open up a window where you can add files, including emails. Either drag and drop them onto the screen or use the Choose File option to browse to the file to attach. Click Close to finish.
    
16. When you have finished, click Post.
17. One of two pop-ups are now displayed:
    • If you chose to batch the transaction (see step 13) a confirmation pop-up is displayed; click Batch order to confirm.
    • If you did not choose to batch the transaction, the Create order pop-up is displayed, click Create order to confirm that you want to create this order. A further pop-up is displayed 'Do you want to view your purchase order?' If you select Yes a printable version will be displayed in a new window.
18. A green message bar confirms that the posting was successful. 

    

Once a purchase order is posted, you cannot use the Express order screen for amending, deleting or processing it. For those operations see the Amend / Process screen.

At any time you can view all the bank account balances, by clicking the green £ side tab at the right.