--- title: "Raise a New Purchase Order" canonical: "https://kb.myframeworks.com.au/space/PROSTIXV48DOC/31097631/Raise%20a%20New%20Purchase%20Order" format: markdown --- 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 a New Purchase Order, 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, (Search) is available if required. 3. Type in, or use to search, for the products to be ordered along with the quantities required. On your product file, for a particular supplier, the pack qty to be purchased and also the minimum order quantity can be defined. When typing the particular product, you are warned if the quantity you are typing does not suit the quantities defined. By setting either the system flag 'InvForcMnQ' or 'InvForcPkQ' to 'yes', the applicable warning then stops the user from continuing. 4. While in this product entry screen, the can be used to view the header details such as address. 5. Ensure the costs are accurate, using to review and to make any necessary changes. 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. 6. It is possible to create and receipt purchase orders with negative quantities . This enables the effective tracking of products that have been sent to other sites to have work done on them once customers have ordered them, for example send out a plain timber door (negative qty on order) and receive in a routed & stained door (positive qty on order). You can enter a negative quantity only if you have set the 'POAllowNeg' flag to 'Yes'. 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, for example, a stock/sell UOM and a purchasing UOM, these are displayed for you to select from. 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, 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 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 Inter Brn = 'Yes'