Purchase Order (PO)

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This module can be used in conjunction with the Goods Received Note


A purchase order (PO) is a document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer.

Purchase orders help to manage incoming orders and pending orders.

SI+ will automatically insert the existing supplier list price on the Purchase Order. You will be able to monitor if your supplier is overcharging you by using Purchase Orders. A Purchase Order does not influence the quantity or value of your stock. It also has no effect on your General Ledger accounts. A Purchase Order will automatically be reflected in some of the inventory reports, such as the stock lookup, so that sales staff are aware that inventory is on order and what the expected time of arrival is.


When you create a stock item, you can specify a quantity (RO) at which you would need to re-order it. This form will show those items whose current available quantity has fallen below the reorder level set for that item.


See also Purchase Lookup.


Different methods of ordering stock.

Remember: A Purchase order can be created from a Quote, Sales Order and Job card. Should any of these forms have items listed on them which have various suppliers, the system will create a purchase order for each supplier.

Hover the mouse over the different menu options. If the cursor changes to a hand (Hand_Cursor), then click to go to the subject.

PO Lookup - SubmenuCompanyEmployeeQuotesWorkshopSupplierCustomerLedgerInvoiceFileRTS LookupGoods ReceivingGRN LookupPO LookupNew RTSNew POPurchase PlanningExtraStock GroupsStock TakeStock AdjustmentsStock OptionsStock TurnoverItem LookupExtended Item LookupStock DetailNew ItemStock Main Menu


Method 1

Go to Stock Items >Suppliers With Stock To Order

A list of all suppliers with stock items below the reorder level will be displayed. Double click on the supplier you wish to order from. Follow the steps in Method 3.


Method 2.

Use the Purchase Planning form.


Method 3.

1.0 To add a new order go to Stock > Green_Plus_sign New PO.

Hover the mouse over the different fields on the form. If the cursor changes to a hand (Hand_Cursor) , click to get more information.

ExtraApprovedWarehouseOrder NoColumn HeadersR. LevelRe QtyAverage SalesMax Min LevelsRFQOn OrderUncommitedStock AvailableReservedIn StockRe-order LevelSecurity SettingsSummary BarItem LookupBarcodeVATVATGrid ReportConfirmed DemandETADays To Order ForSearch RowSummary BarBuying QuantityStock Quantity CalculationsSell and Buying UnitsSell and Buying UnitsSell QuantityTransfer To Order QtyAdd SuggestedPurchase_Order


How to order:

Step 1

Select the supplier.

Step 2

Click on the Add Suggested [F8] button on the Menu Bar.

All items that are below the reorder level will be transferred. The recommended quantities will show in the SQty.NoR (See below for an explanation). These figures come from the Stock Master and depends on the values you have specified for the Reorder Level and Manual Reorder Quantity. See the chapter under Stock > Add or Edit Stock Items.

Step 3

If you are happy with the recommended quantities, you can click on the Transfer to Order Qty. button and choose between Transfer SQty.R (Recommended quantity using linear regression) or SQty.NoR (using only values as supplied by you) to the Qty.Sell column.

You can still edit the quantities you want to order in the Qty. Sell column. (See below for an explanation of the different columns)

Step 4

Fill in the Estimated Arrival Date.  This date will display in the Stock Purchase Lookup under the ETA column as well as in the Item Lookup form.

Step 5

Either Save or Order it.

Save - Nothing will be ordered and the order will appear in the Lookup under graphic

Order - Stock will be ordered and the Stock Master will be updated .The order will now appear in the Lookup under graphic Your Stock Lookup will also show that the items are ordered.


See also Stock Quantity Calculations

See also Item Lookup for a list of items with 'On Order' quantities


Back Orders.

Si+ Back Ordering system will track, what is yet to be delivered by your suppliers.

Back orders will be handled differently, according to if the supplier is marked as a supplier who keeps back orders. To mark a supplier as one who keeps back orders, go to the Supplier Form, click on the Financial Info Tab and Select the Back Order Checkbox.


If back orders must be kept, and only part of the order arrives then

the order will be marked as partially received . (Click on the Show Arrived Button to see completed and partially arrived orders)

You can GRN the order over and over until all the stock has arrived.

If you do not want to process the rest of the order you can select the Cancel button on the Purchase Order. The order will then be marked as cancelled and the on order quantities will be adjusted.


If the supplier does not keep back orders, then if you process the GRN, the on order quantities will immediately be adjusted and the order will be marked as completed. You won't be able to use this order again.


Deleting obsolete purchase orders that have not been ordered.  Click the Pending orders button.

Open the order by right clicking on the order you want to open. After opening the order click on the Cancel button. Cancelled orders can be reversed by selecting the Cancel button again.


Deleting purchase orders that have been ordered. Click the Ordered not received button.

Right click on the order no. you want to delete and choose GRN this Order. After the GRN is open you can click on the delete button to delete the GRN.

You can now go back to the order and click on the delete button to delete the order .


To design your own purchase order go to Stock | Stock Options and click on the Purchase Order  tab.


See also Security Settings Available.