A Purchase Order (PO) records details of a proposed Supplier purchase. These details include address information, date created, the amount and currency payable, and the type of Purchase Order. The details also contain a breakdown of various charge lines allowing the sale to split across various revenue accounts.
Purchase Orders are used in the Moveware to track purchase requests and to create Purchase Invoices when the orders are completed. The PO system has been designed to cater for both non-Job based goods and services such as stationery and bulk packing materials as well as Job-based costs such as freight and destination services.
Purchase Order Status
Purchase Orders can be entered and managed as required by staff with appropriate security levels. Generally a PO may be entered as Requested or Ordered depending on the user’s security level and the status will depend on the stage the goods or service is at.
Note: Currently the system is designed to completely fill the order. Partial completion is processed by leaving the PO status as Ordered until the whole order is completed.
Users with security level C (Suppliers) and L (Update Purchase Orders) have access to updating the status of PO’s. The status of PO is manually updated according the progress of an order:
Status Change | Description | Security Level |
Requested | The PO is entered and waiting for approval | C, L |
Approved | The PO is approved and waiting to be Ordered | L |
Denied | The PO request had been denied | L |
Ordered | The PO has been ordered | C, L |
Cancelled | The PO has been cancelled | C, L |
Filled | The PO goods/services have been received or completed | C, L |
Invoice | Create a Purchase Invoice from the PO | L |
The PO system in Moveware is accessible from the Purchase Order menu from within the main Supplier menu. New PO’s can also be created directly from a cost entered into the Costing Tab of a Job.
For more information, please view the following posts: