--- title: "Purchasing - Standard Products" canonical: "https://kb.myframeworks.com.au/space/PROSTIXV48DOC/31097541/Purchasing%20-%20Standard%20Products" format: markdown --- This procedure explains how to purchase standard products. The process of ordering and receipting stock into your system starts with a purchase order being raised. The purchase order is simply a list of products and their quantities that you require from a supplier. Accurate costs and required dates should also be entered on the purchase order so that any ProStix forecasting is accurate. Refer to Hiding the Supplier and Branch cost for specific information about restricted Suppliers. To raise purchase orders for standard products, perform the following: 1. From the ProStix Main Menu select 'Purchasing & Receipting' then 'Purchase Order Processing' then 'New Order' . 2. Type the supplier number and branch number, or search via if required. 3. If required, update the New Order fields. Refer to the 'New Order fields' collapsible link below for an explanation of these options. Note: Type the date required and shipping instructions . The date required is used to schedule your own delivery to customers and is taken into account when producing many reports associated with Purchase Ordering and Goods Receipting. This date is preserved as the Original Date Required, and can be viewed along with other Purchase Order details. 4. Type in or select to search for the products to be ordered along with the quantities required. On your product file for a particular supplier, the pack quantity to be purchased and the minimum order quantity can also be defined. An error message "Supplier xxx is not the Allocated Supplier for product xxx" appears if a product is added to a Purchase Order and the product has a restricted Allocated Supplier ("Allocated Supp Only" field = yes). When typing the particular product, you are warned if the quantity you are typing does not suit the quantities defined. By setting either system flag 'InvForcMnQ' or 'InvForcPkQ' to 'Yes' , the applicable warning stops you from continuing. 6. Ensure the costs are accurate using to review and to make any necessary changes. 5. While in the product entry screen, the can be used to view the header details including the address. Note : Any product entered onto the purchase order where the supplier record for the product has a zero cost , and the system flag 'InvPOZeroC' is set to 'Yes' , requires the authorisation of a purchasing supervisor. 7. If there are any volume discounts associated with the supplier details for this product, the next available volume discount quantity is displayed in the function bar (in case you want to increase the quantity of the order to take advantage of this discount). If you process a volume discount, receipting posts the full value to the stock account, with the volume discount posting as a purchases gain that is income. 8. If more than one UOM has been set up for a product, these are displayed for you to select from. F or example, a stock/sell UOM and a purchasing UOM. The nominated suppliers UOM is at the top of the list. The quantity order must relate to the selected UOM. For example, if you selected bx (box), the quantity typed must be a bx quantity. 9. Comments can be added to a product on a purchase order by selecting at any time, and noting the line number after which you would like the comment to appear. Added comments print at the specified position on a purchase order if: You can add a single comment to print in the order header by selecting the 'Update Header' option once you have exited from the order detail screen. 10. If any products entered onto the purchase order have weight defined, their weights are accumulated and displayed at the bottom left of the screen. Selecting and then the key reveals the weight of each individual order line. If any items do not have weights defined, a footnote appears indicating a possible weight discrepancy. 11. When you have finished entering products, select to end. Enter in the freight charge if applicable. If you add freight in error or need to change the $ value, you can go back into the Order Detail and change/delete the freight product that now appears on the order. After you proceed past the supplier freight box, if the total of the order is below any pre-defined Minimum Order value, and the supplier has a penalty charge pre-defined, a warning is displayed. 12. If you are using the future pricing module, the 'InvFPrice' flag is set to 'Yes' , and the delivery date for the Purchase Order being typed is equal to or greater than your future price date, then the system uses the relevant future cost price. The cost is determined by using the following hierarchy: Future promotions are also considered if the delivery date on the Purchase Order falls within the duration of the promotion selected. If future costs have been used on the future dated Purchase Order, the following message is displayed when exiting the Order Details screen: 'Future Costs have been used on this order based on the delivery date at time of entry. Current delivery date is 99/99/99'. 13. When creating a purchase order, the system checks for excess stock at other branches if the flag 'InvExBrStk' is set to 'Yes' . If the Stock Data information (at other branch/es) for the product has a mandatory Performance Category, and there is excess stock at that branch, the user must create a Branch Transfer instead of a Purchase Order. Stock Performance Categories are setup in Miscellaneous Tables and marked as mandatory if ' InterBrn ' = 'Yes' . Related Video's Purchasing Timber (GUI) Note : The attached video is an example training session between Sterland and a Customer relating to manual purchase orders. Manual Purchase Orders - Part 1 (GUI)