A purchase order is created when you need to buy something from a vendor. Purchase orders are entered using the purchase order tool:
Each new order is sequentially numbered by Herschel as it is raised. Note that purchase order numbers start with a P. A purchase order consists of two parts - order details and a number of order lines.
The order details page contains the following data:
|The vendor’s code.|
The vendor’s reference for the order.
A comment for the order.
The default job number to be used for order lines. The job number can be used to note which particular sales order the order lines relate to. If all the lines on the order are for the same job, entering its number here will make entering the lines quicker and easier.
The purchase order can be set as a scheduled order. This means that it is for one partnumber only, but with several deliveries due on different dates.
The currency of the order.
Up to ten lines of header text. This text will appear on purchasing documents.
If the vendor is in the EC single market, extra analytical information is held in the order details.
The actual values entered are defined by your tax regulations. The data held is:
The commodity code of the items ordered.
The delivery terms of the order.
Nature of the Transaction
The nature of the transaction.
Mode of Transport
The mode of transport for the order.
The order lines page lists the items to be purchased:
The order lines contain the following information:
The partnumber of the item required.
The vendor’s reference for the item. If the partnumber is in the vendor’s price file the reference will be automatically transferred.
The quantity to be ordered.
Unit of Measure
The unit of measure the items are being ordered in.
The figure that will convert the ordering unit of measure into the normal stock unit for the partnumber.
Herschel will automatically calculate a probable duedate, using the leadtime for the partnumber held in the store module and referring to the file of vendor non-working days.
Herschel looks for the partnumber in the vendor’s price file. If one price is found, the price and per details are transferred automatically to the order line. If the partnumber is not found, or if there is more than one price in the pricelist, pressing the search button allows you to examine the price file and enter the price of your choice. Note the search will allow you to paste price details directly into the order line.
The number of items the price applies to.
The accounts code for the item. This can be used to integrate with your accounts system.
The job number (if any) that the item is for.
A comment about the order line.
The promise date the vendor has agreed the goods will arrive.
The vendor's reference for this promise date (eg. their acknowledgement number)
If you enter an order line for an item that has not been purchased from the vendor concerned before then (if you have appropriate access) Herschel can open the vendor pricelist tool so you to enter the item into the vendor's pricelist directly, without leaving the order entry screen:
Purchase order lines can also be entered for non-stock items. These are handled in exactly the same way as order lines for partnumbers, except no stock record of the item is maintained. This type of order line is useful for purchasing services or for use when items are sent out for processing such as heat-treatment or painting:
Note that there is no way to delete an order line once it has been entered. If you do enter a line in error, amend its quantity required to zero. It will be ignored but will remain on file for audit purposes.
To speed up repetitive order entry use the copy / import lines page to either copy an old order into a new order, or import order lines from a CSV file:
Sometimes you might need to delay an order, or bring it in earlier than planned. The move dates page will let you do this quickly. You can also change the promised dates for all lines on the order, as well as the promise reference.
Once a purchase order has been entered, the print an order option will create the order as a PDF to print or email to your vendor:
Herschel will warn you if the order has already been printed. The system will allow you to print out the order more than once, if required:
The print many orders option will create a PDF containing many orders. If you select FIRST to LAST, and only print unprinted then Herschel will find the new ones for you: