Purchases FAQs
FollowHow do I create a Purchase Order for a new Supplier?
A Supplier must be added, and active, to create a new Purchase Order for them.
To create a new Supplier efficiently, you can create from them Add Purchase Order page:
- From Unleashed's main menu, go to Purchases, Purchase Orders and Add Purchase Order.
- Click on *Supplier Code.
- You'll be re-directed to View Suppliers in a new tab, select Add Supplier.
- Enter a unique Supplier Code and Supplier Name.
- Provide any further Supplier details e.g. confirm if the Supplier is taxable, and click Save.
- Navigate back to the Add Purchase Order tab, enter the new Supplier's details and select them from the pre-populated dropdown.
- Proceed with creating a new Purchase Order.
Can I update a completed Purchase Order?
Once a Purchase Order has been completed, the product quantities, prices and costs cannot be edited. The only updates that can be made to a completed Purchase Order are to the:
- Supplier Reference
- Address
- Order Date
- Delivery Date
- Template
- Comments
If a Purchase Order has been completed incorrectly, create a Supplier Return to counter it and create a new Purchase Order as a correction.
How do I change the address on a Purchase Order?
By default, the receipting warehouse's address will populate in the Address fields on a Purchase Order. But you can update the Purchase Order's address to a known customer's address or an alternative address in the Purchase Order directly.
To populate a customer's address in a Purchase Order:
- Open the Purchase Order.
- Click on the magnifying glass icon next to Delivery Name.
- In the Address Search window, use the Customer Code, Customer Name or Address Name fields to locate a known customer address.
- Select the Address Name from the list provided and the address details will populate in the Purchase Order.
To update a warehouse's address:
- From Unleashed's main menu, go to Settings, System and select Warehouses.
- Select the Warehouse from the list provided.
- Update the Address fields, as required.
- Click Save.
The Warehouse's updated address will not automatically apply to existing Purchases Orders.
How do I manage the tax on a Purchase Order?
Taxes apply to Purchase Orders based on the following hierarchy, provided the Supplier is enabled as taxable in their record:
- Product's purchase tax rate takes precedence.
- If no purchase tax rate is set for the product, the Supplier's tax rate takes precedence.
- If no tax rate is set for the Supplier, the default purchase tax defined in Settings, System, Taxes will apply.
Whilst the Purchase Order is in Parked or Placed status, you have the opportunity to amend the tax that's applied to the order as a whole, but note that updating a Purchase Order's tax will not override a product's tax.
To update the order tax on a Purchase Order:
- Open the Purchase Order.
- Use the Tax Rate dropdown menu to select the appropriate tax rate.
- Click Save.
The updated tax rate will apply to all Order Lines on the Purchase Order, unless the product on the order line has a purchase tax rate set in it's product record.
Why is the Supplier Product Code not displayed on my Purchase Order?
If a Supplier Product Code has been provided in a product record's Purchase tab, it will populate in the Supplier Product Code field in the Order Lines of a Purchase Order, and will be available to include on the Purchase Order's Doc Designer template.
- Open the product's record.
- Go to the Purchase tab, then the Suppliers tab.
- Use the Supplier Code field to find and select the Supplier, who's product code you'll be adding.
- The Supplier Product Code field will become available, enter the Supplier Product Code.
- Click Add.
- Click Save.
If the Supplier's already been added to the product's Purchase, Suppliers tab, click on the Supplier Product Code field in the Supplier list and you can add or update it.
To add Supplier Product Codes to your Purchase Order templates:
- From Unleashed's main menu, go to Settings, Doc Designer and select Purchase Orders.
- Use the Template dropdown to select the appropriate template, it cannot be Formal or Classic.
- Select the Purchase Order Lines Grid component on the template layout.
- In the Component tab, select Supplier Code in the headers list.
- Tick the Visible checkbox.
- Save and Publish the template.
How are Purchase Order totals calculated?
Unleashed uses accounting methodology to calculate the totals for Purchase Orders, and working from line totals first and then collating for the whole order.
- Unleashed calculate and round off the discount, tax, and subtotal value of each and every product line first and then sum them all up to compute the final transaction sub-total.
- Round-up methodology is then used, limiting the decimal places from 4 to 2 on each price revision i.e after adding the discount and then tax on each sale/purchase order line.
The equations Unleashed uses to calculate Purchase Orders have been outlined below:
UnitPrice = RoundTo4Dp (InclusiveUnitPrice / (1 + taxRate)
DiscountedUnitPrice = RoundTo4Dp (ExclusiveUnitPrice * (1 - DiscountRate))
LineTotal = RoundTo2Dp (ExclusiveDiscountedUnitPrice * Quantity)
LineTax = RoundTo2Dp (ExclusiveLineTotal * TaxRate)
TaxTotal = SUM(all LineTaxes)
SubTotal = SUM(all ExclusiveLineTotals)
Total = TaxTotal + SubTotal