TASBooks - Purchase orders

Using purchase orders, you can enter, issue, track and process orders you place with your suppliers. This includes detailed cost analysis outside the nominal ledger, as well as EC Intrastat reporting.

The important purchase orders stages are - creating the purchase order, receipt of goods against purchase order with the completion of goods movement vouchers (GMV), receipt of invoices after goods have been received and approval of supplier’s invoices which can be posted direct to the purchase ledger.

Note: This option is only available if your TASBooks licence includes the Stock Control and Purchase Order modules.

The following sections contain everything you need know about purchase orders in TASBooks.

To create a purchase order

  1. Purchase Orders > Purchase Orders > Enter / Change Purchase Orders (option 711).
  2. Within the Order Details tab, complete the following information:
  3. Supplier Enter the supplier's code. Alternatively, press F2 > select the relevant supplier'.

    Tip: If you need to, you can create a new supplier record here. To do this > press F2 > Add New > enter the supplier's details > Save.

    Deliver To Enter the delivery code. Alternatively, press F2 > select the appropriate delivery address.

    Tip: If you need to, you can add a new delivery address. To do this > press F2 > Add New > enter the appropriate address > Save.

    Order No If you're creating a new order
    Ignore this option. When you save the order, TASBooks automatically generates the order number for you.

    To recall an existing order
    Enter the order number here. Alternatively, press F2 > select it from the look-up list.
    Desc Enter the relevant description.

    Tip: If you leave it blank, it will automatically default to Purchase Order. The description entered here will be displayed on all reports that include this purchase order.

    Order Date Enter the order date.
    Order By Enter the details of the person that placed the order, if applicable.
    Supplier Ord No Enter the supplier’s order number.
    Exp Del Date Enter the date you would like the goods delivered on.
    Lead Days The number of days before the expected delivery appear here. You can't edit this option.

    Tip: You can also enter individual discounts per product line.

    You're now ready to enter the details of the products you want to order.

  4. On the next available line of the entry grid, enter the product's details as follows:
  5. Product Code Enter the product code. Alternatively, press F2 > select the relevant product from the look-list.
    Description Enter a description if required.
    Qty Enter the number of the product you want to order.

    Tip: To enter a credit on a sales order or debit on a credit order, enter a negative value here. The total value of the order cannot be less than 0.00.

    Unit Price Enter the price of the product.
    Disc % Enter any discount percentage you receive for this product if applicable.
    V Enter a different VAT rate for the product if applicable.
    Net Amt The total value of the order for this product appears here, excluding VAT.
  6. Repeat step 3 for each individual product line you want to include on the order.
  7. Note: The maximum number of product lines you can add is 99.

  8. If required, you can amend supplier details, for example, to have goods delivered direct to a customer. To do this > Supplier Details tab > Deliver To > Destination > select the relevant option:

    • To deliver goods directly to a customer's address > choose Drop-Ship to Customer Deliver Address. Then enter the required customer code, or press F2 and select the relevant customer from the look-up list.
    • To deliver goods to an alternative address > choose Alternative Delivery Address. Then enter the required delivery code, or press F2 and select the relevant address from the look-up list.

  9. To save the Purchase Order > Save > Yes.
  10. To close the Enter / Change Purchase Orders window > Cancel.

To print or email the purchase order

Once you've entered the purchase order, you need to print it and send to your supplier.

To print a purchase order on plain A4 paper, letterheaded A4 paper or pre-printed TASBooks stationery

To print a purchase order using a Word template

To email a purchase order

Receiving goods from purchase orders

If you want to enter the details of the goods received before entering the details of the purchase invoice, you will need to ensure that you have selected the option Always use GMVs to book in stock and enter purchase invoice separately in the Stock > Stock Control section of the TASBooks Configuration window (option 012).

When you enter the details of the goods received, the cost of the goods will be posted to the Stock nominal account and to a special GMV Accrual nominal account. When you enter the purchase invoice at a later date the opposite entry of the cost of the goods will be posted to the GMV Accrual nominal account. In this way you can always see at a glance the differences between the value of stock booked in and the value of stock invoiced.

To receive goods

  1. Purchase Orders > Print and Receive > Receive Goods from Purchase Orders (option 722).
  2. Complete the following information:
  3. No Enter the purchase order number for the goods you're receiving. Alternatively, press F2 > select the relevant order from the look-list.
    Code The supplier's code appears here.
    GMV Enter the relevant GMV reference.
    Del Date Enter the delivery date for the goods.
  4. For each individual product line on the entry grid, check or enter the following details:
  5. Product Code This displays the code of the product that has been ordered.
    Ordered This displays the number of units ordered.
    Received This displays the number of units received to date for this order.
    Rec Now Enter the number of units that have been received now.
    On B/O This displays the number of units on back order. If required, you can enter a different price per unit here, if you have the details.
    Order PPU This displays the price per unit as entered on the purchase order.
    S The status column is updated automatically and will show either a Y or an N depending on whether the order line is complete or not.
  6. Repeat step 3 for each individual product line on the order.
  7. To save the details of the goods received > select one of the following options:

    • Complete - Select this option you if you've received all the goods for this purchase order, or if you will not be receiving any of the goods still outstanding on this purchase order.
    • Save - Select this option to save the details of the goods received so far.
    • Receive All - Select this option to automatically receive all the goods on the purchase order.

  8. To close the Receive Goods from Purchase Orders window > Cancel.

Tip: You can easily check that the goods just received, have updated your stock levels and looking at the Quantity in Stock and Stock Value fields in the Product record (option 511). Your supplier’s account will not be updated until you have received the supplier’s invoice.

Receiving invoices for purchase orders

Once you have received the goods you will need to enter the purchase invoice when you receive it. This option will update the supplier accounts, the purchase daybook and the stock account in the nominal ledger.

If you want to receive the goods and the purchase invoice at the same time you will need to ensure you have selected the option Never use GMVs, book in Stock when the invoice is entered from the Stock > Stock Control section of the TASBooks Configuration window (option 012). You will then need to enter the details of the purchase invoice as explained below.

To enter the purchase invoice

  1. Purchase Orders > Print and Receive > Receive Invoice for Purchase Order (option 723).
  2. Order Details > complete the following information:
  3. Order No Enter the purchase order number. Alternatively, press F2 > select the relevant order from the look-list.
    GMV Enter the relevant GMV reference.

    Note: If you've already received the goods, the GMV reference appears automatically.

    Post Date Enter the posting date of the purchase order.

    Tip: This date will define the tax point and the period that the purchase invoice is posted into.

  4. Invoice Details > complete the following information:
  5. Code The supplier's code automatically appears here.
    Ref No Enter the supplier’s invoice number or reference.
    Inv Date Enter the supplier’s invoice date.
    Desc Edit the description, if required.
    Net Amt Enter the net value of the invoice.
    VAT Amt Enter the VAT rate for the invoice. The VAT amount automatically calculates for you.
    Total Amt The total invoice amount calculates automatically.
    Disc If your supplier offers settlement discount terms, enter the discount percentage and the number of days this discount is available for.
  6. For each individual product line on the entry grid, check or enter the following details:
  7. Product Code This displays the code of the product that has been ordered.
    Ordered This displays the number of units that were originally ordered.
    Inv TD This displays the number of units that have previously been received and invoiced.
    Inv Qty Enter the number of this product that have been charged for on the supplier’s invoice.
    V This displays the VAT rate that is linked to the selected product line.
    Order PPU This displays the original order Price Per Unit (PPU).
    Inv PPU Enter the price per unit as shown on the supplier’s invoice, for this product.
    Net The net amount for this line automatically calculates here.

    Tip: If you leave the Inv PPU field blank, you can enter the Net figure for the invoice line. TASBooks will then calculate the price per unit for you, using the Inv Qty and Net amounts.

    S This displays a Y or an N depending on whether the invoice line is complete or not.
    Lines Net This displays the total net value of the invoice lines as entered above.
    Lines VAT This field displays the VAT amount of the invoice lines as entered above.

    Note: The Lines Net and Lines VAT amounts must match the Net and VAT values that were entered in the Invoice Details section of the window. If they don't, you will not be able to save the invoice. You should check both the supplier’s invoice and the information that has been entered on screen, to locate the discrepancy.

  8. Repeat step 4 for each individual product line on the order.
  9. To allocate a project code to the invoice > Projects > enter the relevant information > Save.
  10. To save the details of the goods received > select one of the following options:

    • Complete - Select this option you if you have been invoiced for all the goods for this purchase order and you will not be receiving to be invoiced for any of the goods still outstanding on this purchase order.
    • Save - Select this option to save the details of the purchase invoice entered so far.
    • Receive All - Select this option to automatically receive all the goods on the purchase order.

  11. To close the Receive Invoice for Purchase Orders window > Cancel.

Tip: You can easily check that the goods just received have updated your stock levels by looking at the Quantity in Stock and Stock Value fields in the Product record (option 511). Your supplier’s account will also be updated and you can check this in the Supplier Account Enquiry (option 312).

To view a purchase order enquiry

You can use this option to view details of a particular purchase order and see which of the goods that were ordered at this time have been received and which are still outstanding.

  1. Purchase Orders > Purchase Orders > Purchase Order Enquiry (option 712).
  2. Range > Supplier Code > enter the relevant supplier code. Alternatively, press F2 > select the relevant supplier from the look-up list.
  3. Purchase Order No > enter the relevant purchase order number, or press F2 and select it from the look-up list.
  4. To include the delivery address, select the Include Address check box.
  5. Choose the destination for the report from the drop-down list > Print.
  6. To close the Purchase Order Enquiry window > Cancel.

Purchase order reports

The following reports are available to help you manage your purchase orders.

Purchase order details

Outstanding purchase orders

Products on purchase orders

GMV report

Dealing with overseas suppliers

It's important when setting up records for suppliers based overseas, to make sure you've recorded certain information. In Maintain Suppliers (option 311), make sure you've set up the supplier with the correct VAT Type and VAT Registered status. If the supplier is VAT registered, choose the relevant country code in the VAT Number drop-down list.

© Sage (UK) Ltd 2016. All rights reserved

Sage