2.4. Creating a Purchase Order

Purchase Orders are an important part of the Accounts Payable process - Smart Purchase Order creation & management can present numerous business benefits

A Purchase Order differs from a supplier invoice in that it provides official confirmation of an order - This document is sent from the Purchaser to a Vendor in order to initiate and authorise a purchase

Besides playing a key role during audit trails, effective PO Management aids in setting clear order expectations between the purchaser and vendor.

Easily refer back to the Purchase Order to ensure that every order is delivered as agreed upon

Smart Purchase Order management allows the procurement, operations and finance teams to perform seamlessly, making it easy for them to track and oversee orders much more effectively

Using Purchase Order document capture in conjunction with the various Win Accounting Accounts Payable Reports can aid you in budgeting more effectively, as you'll be able to quickly and easily view and factor in your purchase order costs

Choose from our fully customisable purchase order templates, enjoy unlimited PO creation and import & export purchase orders with ease

Use the Document Analysis Report to quickly and easily view a history of all purchase orders for a selected period

Purchase Orders act as an informational document for recording purposes, with their data being fed into an array of accounting reports - aiding you in better visualising and using your business data

Creating a Purchase Order:

	Selecting Supplier As with all documents captured in the Document Capture section, when inserting a new Purchase Order, you'll begin by selecting the relative Creditor/Vendor - this can be done by entering the Creditor Code or by using the handy Creditor Lookup Button Once a supplier is selected, all general information regarding the creditor, such as creditor code & postal/delivery address will automatically populate the window You'll also have the option here to enter/modify the Document Number, Date and Reference, as well as the Delivery Date Here you can also easily add any Notes for the relevant Purchase Order
	Adding a Line Item Adding a Purchase Order Line Item is much like adding a Supplier Invoice Line Item, the main difference though, is that the Purchase Orders cannot be posted If your Win Acc Creditors Control and Stock Control modules are integrated, easily select the relevant Store, Stock Category & Stock Item All necessary information (including pricing information) will automatically populate based on the information added in the Stock Control Module If you're not integrating with the Stock Control Module, easily add the relevant Line Item Description and Pricing Information Add a unit of sale, the product quantity & purchase price and whether it's VAT Inclusive or Exclusive, and let the software automatically Calculate the Line Total While the Default Purchase Analysis Code and the Default VAT Rate are set in the module's System Parameters, both these options are flexible and can be modified on-the-fly Set the line item's Discount Type and Amount easily
	Reviewing Purchase Orders Manage & Print PO Easily view a concise list of all Purchase Orders across your Accounts Payable - Double click a PO or use the Edit Lines button to hone in on its details From here you can also easily Print and/or Export your Purchase Order Use the Special Function button Convert a Purchase Order into a Supplier Invoice with ease!
	Converting Your Document Contact your Win Accounting Service Provider/Customer Support for details and assistance using the "Convert Document" option
Orders Document History Report View and easily track all Orders using the Orders Document History Report: This report provides a concise list of all orders for a specified date range, including the Creditor Code, Order Date and Reference, Settlement Date, as well as important accounting information, including Goods Value, VAT and Invoice Total