New Orders

Use the New Orders expenditure screen to record new purchase orders. 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 a Purchase Order

1. From the Transactions menu choose Expenditure and click the New Order tab.

2. Under the Purchase Order header, choose the Supplier for this transaction, by typing in their name or code.
You can enter the first few characters and use the magnifying glass to select the required account from the search results. You will be offered the option to add a new supplier on the fly, by clicking Create new code. (See also Income sources and suppliers.)

3. By default today's Date is displayed. If required you can edit this entry to apply a different date.

4. 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.) 

5. Enter a Description for this purchase order. Specify a contact person in the FAO field, if applicable.

6. The ship-to address is by default the school address. If you wish to change this, untick the Same as Bill to Address and type or choose the ship to address short name. If you need to create a new one click the magnifying glass, then Create New.  Enter the site name address e.g. Juniors and then the address of the site. Click Save to complete the action. The new address will be saved for future use.

7. In order forms plain DEL and order form 3 DEL, supplier notes can be added which will appear in the Purchase order sent to suppliers.

Note you will need to use the PO style Order Plain Del to see the delivery address.

8. In the Batch this order field click Yes if you want this transaction to be batched, and then enter a Batch Reference if required.

9. From the Bank account drop-down list, choose the account from which this purchase order will be debited.

10. Under Line details, enter details for the first order line:

• Enter the Catalogue no. of the ordered item, by typing in the code. You can add a catalogue item by clicking the + icon to create a new item. You can enter the first few characters and use magnifying glass to select the required item from the search results.
  
  
  
• The Item Description, Price and default VAT code values are displayed automatically (but you can overtype these if necessary).
• In the Qty field, enter the quantity required.
  The Nett, VAT, Gross and Budget balance amounts are updated automatically.
• If applicable, change the S16 option (normally No).
• Enter the Analysis code for this order line. 
  You can enter the first few characters and use the magnifying glass to select the required analysis from the search results.
• Set the Budget account for this order line, by typing in the budget code.
  You can enter a partial code and use magnifying glass to select the required account from the search results.
• To choose a Funding Stream for this order line if applicable, click the magnifying glass and choose from the drop-down list.
• To choose a Cost Centre for this order line if applicable, click the magnifying glass and choose from the drop-down list.

11. Click Save line to save the details entered in step 8. (If instead you want to cancel the entry, click Clear line.) 
The saved entry is now listed under Order lines, where the £ Totals are updated.

12. If there are more order lines to add, repeat steps 8-9 as required.

13. If required, repeat steps 8-9 to add a postage & packaging line. When doing this select PP from the Catalogue no. list and enter the cost in the Price field.

14. If required, repeat steps 8-9 to add a discount line. When doing this select DISC from the Catalogue no. list and enter the value in the Price field.

15. You may need to make changes to an order line that has already been saved - for example, to adjust the order quantity. To do this:

A. Select the order line that you want to change.

B. Under Line details, edit the data fields as required.

C. Click Save Changes.

It is also possible to delete a selected order line, by clicking the Delete icon.

16. 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.

17. When you have finished, click Post to post the purchase order or Save to save the order in a draft state.

18. Several confirmation pop-ups are now displayed:

• If you chose to batch the transaction (see step 6) a confirmation pop-up is displayed; click Batch to confirm.
• At the Create order pop-up, click Create order to confirm that you want to create this order.
• A confirmation pop-up gives you the opportunity to view your order in the Report viewer; click Yes or No as required.
  If you choose Yes, you can print out or export the new order from the Report viewer screen if required. 

A green message bar confirms that the posting was successful. 

When adding multiple Purchase Orders one after another, please take care to check the budget and analysis fields are correct as these will remain populated from the previously created order. Please also check attachments for each new order you create and remove any which are no longer required.

Editing shipping addresses

To edit or delete a shipping address use the Shipping Addresses button on the right-hand side of the screen.

1. Clicking this button will bring up the Edit and Delete dialogue box.

2. Clicking the pencil will allow you to edit the address, clicking the bin will delete the address.

Once a purchase order is posted, you cannot use the New Orders 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.