Purchase Orders

To access purchase orders select Transactions|Purchase Orders from the main menu.

CAPITAL's purchase order system allows you to keep track of orders you place with your suppliers. It will also assist you in taking delivery of stock (by updating stock levels) and producing supplier invoices.

Consult the topic: Transaction Entry Concepts for detailed information on entering transactions into CAPITAL.

The Purchase Order Status

The current status of the purchase order. This is a number between 1 and 5.

On Order

The purchase order has been newly placed and is currently on order. (No stock has arrived yet.)

Delivered

The order has been completed and all stock items delivered.

If the order has not been completed but your supplier indicates that those items are discontinued then the order should still be marked as completed. When a purchase order is entered and totalled, the stock items on that order are recorded in the Stock Control system as being on order. When the status of the order is changed to delivered or cancelled, irrespective of whether the goods actually arrived, the "on order" quantities in Stock Control will be removed.

Cancelled

Select this option to cancel the order. If you do this CAPITAL will ask:

ARE YOU SURE YOU WISH TO CANCEL THIS ORDER?

If you respond positively the order will be cancelled, once the transaction is re-saved.

Partial Fill

This would typically occur when only part of the order has (so far) been filled by your supplier. CAPITAL will set the status of a purchase order to partially filled if part of the order, but not the entire order, is delivered.

Suspended

The order will not alter stock levels in Stock Control and the transaction will be retained if a file export is performed. Suspended transactions are left permanently in "limbo" until their status is changed to one of the other categories.

Hints And Tips

Ordering Products

If you will be ordering stock, be sure to assign a product record to each stock item you will be ordering. CAPITAL will not be able to keep track of what is on order, expected delivery dates and so on, unless you assign a product code to the stock item being ordered.

Ordering Services

Don't assign a product code to services such as 'stationary', 'advertising', etc. Enter a description of the service on the purchase order only. During the delivery process CAPITAL will allow you to allocate these charges to your expense categories.

Editing Purchase Orders

Editing a purchase order only affects the undelivered portion of the order.

Correcting Mistaken Deliveries

A partly or fully delivered purchase order cannot be reversed. You must raise a stock return for misdelivered items and deliver the correct items and quantities again.

Unfulfilled Purchase Orders

If further deliveries are not expected, set the Status of the Purchase Order to '2 - delivered' and save the transaction again. This will take any stock items still marked 'on order' off order.

Cancelling Purchase Orders

To cancel a purchase order, set the Status of the Purchase Order to '3 - cancelled' and save the transaction again.

Changing the Order Status

Changing the Status of a purchase order does not effect any portion of the purchase order that has already been delivered.

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