Let's discover what Purchase Records are.
A Purchase Record tracks the entire purchasing process, from raising a Purchase Order to managing the order details, receiving goods, and handling invoices and allocations. It serves as a comprehensive record for monitoring purchasing activities within an organisation.
Below is a hierarchy of how the end to end Process works.
Getting There
You can get to the Purchase Record module by heading to the Stock menu and selecting Purchase Records.
Navigation
Just below the search filters, you have the Add and Good Receiving buttons.
Add will let you create a new purchase order.
Goods Receiving will let you add any goods received.
On a Purchase Order, you'll notice a plus (+) icon.
You can click this to expand the record and show:
Lines in PO
Goods to be Received
Goods Received Allocation Info
Lines Received Invoiced Detail
For more details on Purchase Status and everything else related, click the link below.
Show All Closed Purchase Orders: The tick box will show all Closed Purchase Orders, these are POs that have been actioned.
On a closed Purchase Order, the Action Tray lets you:
Print the Purchase order.
Goods Received Note Style lets you dictate how the lines will appear on the note.
For Open, Draft or Partially Open orders, you can:
Edit
DeletePrint
Upload Documents
Raise PO
You can raise a purchase order via the Add button, which opens the Add New Purchase Order screen.
In the window, fill out all the details.
Select a supplier from the list using the ellipsis, which will populate some fields.
Then, add a Supplier Location.
Enter or select a Site ID.
The branch or Van number is derived from the Site ID. If you want to manually select one, cancel the Site ID and choose one from the list.
Next, set the required date.
Click the calendar to select a date or type it in manually.
The system auto-fills the delivery address based on the selected site.
Currency Code: The system also automatically fills the Currency Code based on the Supplier record.
Order Date: This is where you enter a purchase date or use the default (today’s date).
Supplier Notes: Lets you enter any useful comments.
Carriage Charge: Click the edit icon to enter the carriage charge as a separate cost, distinct from the cost of goods. Suppliers may determine this charge based on their delivery policies. You can either type in a value or use the up and down arrows, then click the check mark to save your changes.
Discount %: Enter any discount that should be applied to the entire purchase.
Valid Until: This date is typically used to ensure that both parties (the buyer and the supplier) agree on a specific time frame for completing the transaction.
Enter the Valid Until.
Click on the calendar to select a date, or you can type one in.
Order Total (Excl VAT): This field displays the total cost of the Purchase Order, bar any Discount.
Delivery Details: Here you can simply add any Delivery Details, such as; "Main Office Entrance is open from 09:30 on Fridays".
Supplier PO No: This field lets you enter the Supplier PO No.
Add Lines Section
With the above all filled in, you now need to Add Lines for the PO.
Using the buttons to the right, you can:
Add New Line 
Pending Part Request PO 
Edit
To remove lines: Use the delete function from the Action Tray.
Add New Line
The "Add New Line" option allows users to add individual items or services to a Purchase Order (PO). When you select this option, you can enter the necessary details for the new item or service being ordered.
Fill in all the details to add the line.
Order For
The options available depend on what has been set up on your system. The fields options varies for each Order For type.
From the drop-down, you can choose from:
Cross-Hire Equipment
Equipment Transfer
Hire Services
Job
Job Miscellaneous
Multiple Jobs
Miscellaneous
Order for Van Stock
Services
Stock Transfer
Regardless of which Order For type you have selected, you will need to complete the form to continue.
These fields are the same as for every "Order For" type:
VAT Code
PA Code
Order Confirmation Number
Expected Delivery Date
Description
Start Date
End Date
Next, we will cover the different fields available for each Order For type.
Order for Cross-Hire Equipment
Contract Number: Click ellipse and select a Contract Number; this will enable the Equipment ID field.
Equipment/Catalogue ID: From the list, choose the equipment or catalogue ID.
Hire Charge: Enter the charge Amount.
Complete form details as required.
Order for Equipment Transfer
Using Order for Equipment Transfer type.
Equipment ID: The equipment or Catalogue ID will be selected.
Complete form details as required.
Order for Hire Services
Using Order for Hire Services type.
Type of Service:
Collection Charges
Fuel Charges
Transport To Site
Complete the form details as required.
Order for Job & Job Miscellaneous
Using Order for Job & Job Miscellaneous type.
Order Quantity
Job Number
List Price
Selling Price
Discount
Complete the form details as required.
Order for Miscellaneous
Using Order for Miscellaneous type.
Extended Description
Complete form details as required.
Order for Van Stock
Using Order for Order for Van Stock type.
On Hand
On Order
Original Order Qty
Transfer To Location
Complete form details as required.
Order for Stock
Using Order for Order for Stock type.
SKU
Description: Description of Service PO is raised for.
Here, you can view
On Hand
On Order
Original Order Qty
The next editable fields are:
Order Quantity
Cost Price
List Price
Selling Price
Required Date
Supplier Part No
Notes
Last 5 Receipt Prices
Complete form details as required.
Click Save.
Discounts
The discounts section is the same for all Order For types.
Here, you can add or remove any discounts.
Click on the tick box to deselect the discount.
If a supplier already has a draft PO open, you can add the new one to it using the
+Add to Draft Purchase Order.
Make sure you select which PO to add before clicking.
These lines have now been added to the current PO, the draft one has been merged into the current PO.
Pending Part Request PO
- Clicking the Icon will open the Pending Part Request PO window.
Pending Part Requests refer to items or parts that have been requested but have not yet been confirmed or approved for purchase. They typically represent requests for items that are in progress but are awaiting approval or further action before they can be added to a purchase order (PO).
The Pending Part Request PO screen is divided into 2 parts:
The following part requests have the same supplier as the part request selected and are in the Accepted status. Please select if you would like to raise purchase orders for the following part requests (these will be added to the same Purchase Order).
The following part requests have the same supplier but have not been moved to an Accepted status. Selecting these lines will auto-accept the part request (these will be added to the same Purchase Order).
You can choose the Part Requests to add to the PO by clicking the tick box.
Here, you can also change the Cost and Quantity.
Click Confirm.
Update Purchase Order
Once you have added everything, you can then Raise Purchase Order, Save as Draft, or Cancel PO.
Should you choose to raise it, you are taken to a preview window where you can Confirm or Cancel the order.
Clicking Confirm will open the order form as a PDF in a new browser tab and alert you that the PO is now in the system.
Additional Job Stock Received Notification Recipients
Add additional notification recipients for this PO only.
The notification will be sent when all the lines for the jobs stock are received.
From the Action Tray, click the Edit Draft icon.
From the New Purchase Order screen, click the ellipsis.
Here, you can select recipients by clicking the tick box.
Finally, click Include to confirm the selection.
Good Receiving
Here you can Receive Goods.
Fill in the details to receive the goods.
You can also Receive Goods from the Action tray.
To do this, expand the PO details.
Then, tick the line to receive and click the Goods receiving button.
