Add a Purchase OrderFollow
On this page
The Add Purchase page enables you to add a new purchase order. You can also import Purchase Orders into Unleashed, see Import Purchases.
Before adding a Purchase Order
- Go to Purchases | Purchase Orders | Add Purchase.
- Enter the supplier code or name to select a Supplier.
- Enter or select details for the following fields:
- Supplier Reference: Enter a value so you can easily reference it in your integrated accounting provider.
- Discount (%)
- Supplier Invoice Date
- Tax Rate
- Exchange Rate
- The delivery address fields are automatically filled-in from the selected warehouse records. You can also search for customer addresses by clicking the magnifying glass next to the Delivery Name field.
- Order Date
- Delivery Date (which will update the product lines as you enter them)
The Exchange Rate field will be displayed only if the supplier uses a foreign currency. All totals will be calculated in the suppliers currency. Currency is not updated automatically to provide flexibility for updating the exchange rates as required. Therefore, ensure that you update Settings | System | Currency Rates regularly to reflect the correct values.
- Add the required products.
Note that once the product has been added, hovering over the product code on a Purchase Order line displays a pop up with information for that product based on the purchasing Warehouse.
Clicking on the Stock On Hand or Available Quantity will open the Stock on Hand Enquiry.
Clicking on the Allocated Qty will open the Product Allocations report.
Clicking "On Purchase" will open the Purchase Enquiry.
Hovering over the calendar icon will display the next delivery date.
Clicking on the product code will open the Product Details tab.
- Enter or search and select the product.
- Specify the quantity. The product price will be retrieved from the Product record (it will use a supplier-specific price if set).
- Click Add.
- If you want to add more products or edit some details later, click Save | Parked to park the order, else continue to Step 5.
- If you want to set specific delivery dates in the delivery lines, feel free to inform them at this point.
- If you have no cost lines to add, go to Step 6. If you want to add cost lines, go to Adding a Purchase Order with Cost Lines.
- Click Place once you have sent the purchase order to your supplier and are waiting for it to arrive.
- After you receive the purchase order, click Receipt. For more information, see Receipt Purchase.
- Click Complete to complete the purchase order and send the details to the integrated accounting provider.
- Complete Step 1 to Step 4 in Adding a Purchase Order with No Cost Lines.
- In the Cost Lines area, add the purchase costs:
- Enter or search and select the supplier.
- The Cost Date, Currency, and Tax fields will be automatically filled.
- Exchange Rate for foreign currency orders should be the rate at which you are paying for the order (or as close as possible). If you do part payments then it should be the average rate between the total amount paid in both currencies. If you do not have multi-currency option in your Accounting Provider, then the order will be converted and exported using this exchange rate.
- Distribution Method defaults to "Value" but can be set to any of the following at a Company level and/or at a Supplier level:
- Value (default)
- Base Quantity
- Weight (requires products having a weight to be used effectively)
- Volume (requires products having width, height and depth dimensions to be used effectively)
Example using a Supplier with "Weight" as their default cost method:
The “Distribution Method” column in the Purchase Order Cost Line grid will be blank on Purchase Orders that were created prior to the release of Purchase Order Cost Distribution Method (28th August 2023).
Prior to the release, costs were distributed by value, or order quantity if no value present.
Any changes to these Purchase Order lines (adding new or editing existing) will trigger the costs to be recalculated, resulting in the distribution method column being populated with Value or Quantity.
If you wish to change the cost line to be distributed by Weight or Volume based on changes to Company or Supplier defaults, you will need to delete the relevant PO Cost lines and re-add them.
The method applied is based on the following hierarchy:
Default Supplier distribution method if it can be applied, otherwise value, otherwise by quantity
Default Company distribution method if it can be applied, otherwise value, otherwise by quantity
- Select or clear the Taxable checkbox as required.
- Specify the cost.
- In the Reference field, specify details that will enable you to easily locate the purchase cost in your integrated accounting provider.
- Costs from different Suppliers with the same Reference, will be exported as separate bills/invoices.
- Costs from the same supplier that have a Cost Date that differs from the Supplier Invoice Date, will be exported as separate bills/invoices.
- Costs from the same supplier that have a Cost Date that matches the Supplier Invoice Date, will not be exported separately.
- Click Add. The costs you add will be allocated over the purchase lines on a weighted basis using the sub total of the each line. This will help in providing accurate margin values. (Costing Total / Sub Total x Line Total)
You can add purchase costs to a specific product on a purchase order and then customize the allocated cost for each purchase line. This can be done by editing the Costing Total field. The costs allocated to the purchase lines must equal the sum of all purchase costs. This feature is available only for specific plans.
- This step is only applicable if you do not have the required permissions to place a purchase order without approval.
Purchase Order Approval Process
- New role permission: Settings | Security | Role Permissions | Purchases | Purchase Order Approvals.
- New toggle option: Settings | Company | Configuration | Require Approval for Purchase Orders.
- Unapproved status for Purchase Orders.
- Approve button added to Purchase Order update page.
- New Bulk Action Cog options on View Purchases page:
- Approve Orders
- Unapprove Orders
- The purchase order will be saved with an Unapproved status.
- The super user will have to approve the purchase order before you can proceed further.
- Once it is approved, the purchase order status will change to Parked and you can only make the following changes:
- Add Cost Lines
- Delete lines
- Update the tax, exchange rate, and address details
You cannot change the overall discount rate, quantity, price, or line level discount rates. If you make any changes to these fields, the purchase order status will change to Unapproved and you will need to get it Approved to proceed further. Once Approved, the purchase order status will change to Parked and then the order status will flow as described in the Purchase Process Diagram.
- You can save the purchase order with a Parked, Costed, or Placed status. Once your purchase order has been placed, you can clone, add costs, print or email.
- Click Clone to copy the contents of an existing purchase order into a new purchase order. You can select a different supplier.
- Click Print Costing or Print.
- Click Email and enter the required details.
- After you receive the purchase order, click Receipt to create a receipt for the purchase order. For more information, see Receipt Purchase.
- Click Complete to complete the purchase order and send the details to the integrated accounting provider.
You cannot enter costs once you complete a purchase order. If you want to add more costs later, ensure that the purchase order is in Receipted status.
All Delivery Dates per product line will be populated with the header Delivery Date:
- You can edit and change the delivery dates per product line regardless of the date set in the header;
- Once we edit the header delivery date, all the dates per product line will be updated accordingly;
- The Delivery Date per line cannot be earlier than the Order Date;
- Clone Purchase Orders - The Delivery dates per line will be populated with the same date as the header of the new cloned PO;
- A calendar icon will be displayed on the Product Details page when it is part of a Purchase Order. The delivery date displayed will be the one defined on the product line, not the header date. Once we Receipt the order, the icon will disappear.
- The Delivery date per product line will not be editable on Completed orders but will be for all the other statuses (including Receipted ones)
- This field will be optional in the gridline of Exported and Printed Sales Order documents - User can include this field in the Document Designer in case needed
- Purchases > Purchase Orders > View Purchase Orders: The Delivery date displayed in this screen per PO is the header Delivery Date
- Import a Purchase Order: Field included in the imported template document, customers can import the delivery date per product line as well
- The following reports are Impacted by the order line delivery date:
- Reorder Report
- Backorder Enquiry
- Purchase Enquiry
- For Reports that will display the Delivery Date per product, in case we have more than one PO for the same product, the delivery date displayed must be the date for the earliest delivery of this product (disregarding Parked status orders);
If you have a Bill of Material (BOM) for a product and it is marked as 'Auto-Disassemble', then upon completing a purchase order it will be broken down into its components. This is ideal for buying in one unit of measure and selling/stock it in another e.g. Buy by the pallet but stock/sell it by the box or per item.
When you complete a purchase order that has a product with a Bill of Material set to 'Auto-disassemble':
- Unleashed automatically creates a disassembly.
- Removes stock for the specified product being disassembled, and adds stock to the component products instead.
- Applies Landed Costs on the component products being created and completes the transaction.
Making prepayments on a purchase order is useful if you have a supplier that requires a deposit or complete prepayment before they fulfill it. This information needs to be recorded somewhere. We recommend using the Comments field on your purchase order to do this. For example, you may want to write a comment like this one; "50% deposit paid on this date via TT Receipt Number: 12345"
You make the prepayment/deposit in your accounting provider, and then to be later reconciled to the Unleashed Purchase Invoice. Refer to your Accounting Provider Support for more information on how to make prepayment/deposit in your accounting provider.
Additionally, you can decide on your Purchase Order template whether you want this information displayed to the local Supplier or simply just add it as a Payment Term. Unleashed only sends completed transactions to your Accounting provider in the currency that the purchase order is in.