Purchase Orders

Intro – Purchase Order #

Purchase Order is an official document issued by your company to a vendor, specifying the types, quantities, and agreed prices for products or services required.

• Purchase order is a non-posting transaction.
• For inventory items, the purchase order updates the “Quantity on PO” field in the inventory balance.
• You can easily convert purchase order to a bill.
• You can receive inventory goods without a bill based on the purchase order by using Receive Items.
• You can create a template from an existing purchase order for reuse.
• The recurring PO feature is supported.

Create a Purchase Order #

• Go to Purchase on the left sidebar, and select Purchase Orders
• Click Add New button in the top right corner.
• On the new order page, fill in the following fields
  • Order number is an auto generated number.
  • Vendor: Select the vendor for whom the purchase order is created.
  • Order Date: default is today.
  • Delivery Date: Date on which the items are expected to be delivered.
  • Currency: The transaction’s currency is automatically filled with the value defined in the vendor’s record.
  • Terms: Automatically filled with the value defined in the vendor’s record.
  • Drop ship: Select this option if goods are delivered directly to the customer rather than the company.
  • Draft: Select this option to save the order as a draft.

• • Detail tab
    • Items table
      • Click “Add Row” button to add new detail line or click “Open Dialog” button to add order detail line in the dialog.
      • Item. Select an item from the dropdown list. If the item is missing or not found, you need to create new item in Items -> Items app.
      • Description. Automatically filled when you select an item. You can edit it as needed. Maximum characters: 4096.
      • Quantity: Enter quantity.
      • Uom: Default unit of measure is Ea (each).
      • Unit Cost: Auto filled when you select an item, or you can enter it manually.
      • Amount: Equal to quantity multiplied by the rate. You can edit the amount, and the rate will be recalculated.
      • Taxable: Select this option if the item is taxable.

• • • Tax Code: Select a tax code from the predefined codes. These must be set up under Tax → Tax Code.
    • Tax Rate: Auto filled when tax code is selected.  Tax rate field is editable, and system use it to calculate the excluded tax.
    • Excluded Tax: This is a calculated field and cannot be edited.
    • Tax Option: Tax Exclusive, Tax Inclusive or No Tax.
    • Shipping: Enter any additional shipping expenses, if applicable.

• • Shipping Address tab
    • Ship To (Site Location): acci.cloud supports multiple sites/locations. Select the site location where the goods should be delivered. If no site/location is set up, leave it empty, and the company’s address will be used.
    • Customer (for dropship): This field will appear if the “Dropship” option is selected. Choose the customer to whom the goods will be delivered.
    • Shipping Address, Contact, Phone, Fax and Mobile fields are auto filled when Ship to or Customer field is selected. You may edit them if needed.

• • Vendor Address tab
    • All address and contact fields are auto filled when vendor field is selected. You may edit them if needed.

• • Memo tab
    • Vendor Message: Select message from the list. You may add a new message if needed.
    • Memo: Up to 1000 characters.

• • Other tab
    • Ship Via: Select ship-via from the list. You may add new ship-via if needed.
    • FOB: optional

• Click Save