Purchase Order

A purchase order is a document issued by you as a buyer to a vendor indicating types, quantities, and agreed prices for their products. It is used to control the�purchasing of items(Products, Raw Materials, Consumables and Equipment) from external suppliers.

For services from external vendors, see the expenses form in the accounts dashboard for recording these transactions. To create a purchase order, navigate to the inventory dashboard and click the "Order" button. The form consists of the following fields:

• Date - The date the purchase order is created
• Cash Purchase - This checkbox determines whether a receipt and payment are posted as soon as the purchase is completed, or whether they can be posted at a later date. It also alters the form by hiding or exposing the expected receipt date and payment due date fields. The list of suppliers is also filtered based on the state of this checkbox.
• Expected receipt date - The forecasted date of delivery of the goods in the order, only visible for non-cash purchases
• Due - The date the vendor expects full payment, only visible for non-cash purchases
• Supplier - An link that represents the vendor who will provide the product.
• Ship to warehouse - The location that will receive the shipped order
• Currency and Exchange Rate - These fields are read only, and their values are automatically populated by the system on supplier selection.

The data entry table is an itemized list of the items that are being purchased. Item - Select an existing inventory item from the system as the item to be ordered. If the item required is not yet recorded, clicking on the 'create new' button in the drop-down will bring up an item form without closing the current order. Unit - The unit of measure the item will be supplied in Order price - The cost per unit of the ordered product Quantity - The number of items ordered.

The percentage tax is determined by the item's tax field and is read-only. Similarly, the line item's total is calculated as the product of the quantity and the unit price + the tax amount.

After specifying each field in the table the 'add row' button appends it to the order.

Purchase orders are submittable documents which are first saved as drafts, thus allowing users to update the values before confirming the document. On submission, cash orders automatically create stock receipts that update the stock and apply payment to the order. Non-cash orders do not update the accounts or the inventory until a stock receipt is created.

To reverse an order, click on the 'Delete' icon on the top right of an order which will void the transaction and reverse all the side effects created by the order. The order will be retained in the system for reference but it's status will be updated to void.

After submitting the order, a print preview of the order is rendered. A number of actions can be performed on this object. The status button brings up a view showing the status of receipt of the items listed in the order Depending on the version of Bentsch installed, a print or generate PDF button allows exporting the order document for transmission to vendors. The debit notes section allows the processing of returns based on the order. Shipping and handling is used to record shipping expenses related to the order Receive order brings up an interface for receiving the items listed in the order. Make payment is used to create payments for orders if any payments are outstanding.