Purchases - Purchase Orders

Purchases - Purchase Orders

INTRODUCTION

Agility Professional allows users to raise and edit Purchase Orders (PO’s)to suppliers. This is restricted to Purchase Orders raised through the main Purchase Order screen at Purchases/Orders/Purchase Orders. It is possible to raise a PO through the Stock Requirements system and by Agility Assistant our mobile application.
This section will cover raising an order for different types of stock that are all supported by Agility
1. Standard Stock Items
2.  Volume stock items such as timber lengths
3. Fashion products

Although no one supplier would ever supply all products for the sake of this manual it has been assumed that supplier VIK used in the examples does.

CREATE A PURCHASE ORDER

The same screen is used to create a new purchase order or to open and edit an existing order. We will look at the two processes separately.
 When opening the screen, you will first have to enter you user-id to identify who is raising the purchase order. Once you have done this complete the form as follows.

If the user does not have permissions to finalise a PO, the Save As Final button will not be present.
If the user permission has been set to Suppress Draft the Save As Draft button will not be visible

The next PO number to be used will automatically be populated in the PO Number field. The depot and stock type fields are also automatically set depending on the defaults set.
 After entering a valid User Id the cursor will be in the Supplier field.
Either type in a supplier code or use the Lookup to search for a supplier (Note that right clicking on this button allows you to search by name. Only part of the name need be entered).
If the supplier record has been created with allocated buyers, you will not be allowed to raise a PO unless you are the primary or secondary buyer.
You also cannot raise a PO if the supplier is suspended.

Enter a Supplier Code


The following information is displayed about this supplier at the top of the screen
a.       Account Name
b.       Accounts Contact
c.       Our Account number in their system
d.       Accounts Telephone number
e.       The Order Date is set by default to the current date
f.        The Expected Delivery Date will be set to the following day or if a default lead days has been recorded for the supplier the current date plus those lead days.
g.       Line Discount. Defaults to zero. If updated this discount will be applied to the standard cost price for every line
h.       Number of Purchase Orders awaiting goods in
i.         Number of Purchase Orders awaiting Invoicing

Buying Group

If the supplier is in a buying group, then the additional information is displayed
The name of the supplier that the buying group is attached to. In this example we have raised a PO for supplier CAC. We buy from supplier CAC through the buying group run by supplier VIK.







The default delivery address is the address for the depot. If however a specific delivery address was entered for the supplier (option a) this will be the delivery address.
To see the address, click on the Delivery Details button.

At the bottom of the screen is further information about this supplier



If a supplier has a minimum PO value set this is displayed here. Also, the total value of debit notes outstanding for this supplier is also displayed. Note: If the debit note value is greater than zero and you wish to browse debit notes for this supplier simply click on the value to automatically open up the Browse Debit Notes screen for you with all debit notes for the supplier.

The other three information fields relate to the PO you are raising and will change as items are added to the PO.

Contact

The default contact is the accounts contact. You can change this to another contact by clicking the Contacts button to display all recorded contacts for the supplier











Double Click on any contact to update the contact name and telephone number on the main screen. Click OK to exit.

Delivery Address

The default delivery address is the address for the depot. If however a specific delivery address was entered for the supplier (option a) this will be the delivery address. To see the address, click on the Delivery Details button

To change the address, update the information and click OK

Adding Items
The next few sections will look at how to add items to a Purchase Order. This can be done in a number of ways
a.       Add Item button
b.       Supplier List Button
c.       Automatically from Stock Requirements
d.       Import button
e.       Copy PO button

 Click this button to add a new item to the PO. The following screen will be displayed











Enter the stock code of the item to be included on the PO. You can use type the stock code or scan a barcode. You can also type the supplier’s stock code if you have recorded it against the stock record. Dependent on the type of stock code you are purchasing the system will do one of three things

Volume Stock

If the stock code is a volume stock item e.g. a timber item the screen will be extended as follows

This item is priced in cubic meters. The grid on the right-hand side shows the lengths that are purchased for this item.
Enter the lengths to be bought and the cubic meters will automatically calculate.

Fashion Stock

Fashion Items can be set up by two different matrices. These are usually colour and size but other variations are possible.
When you enter a stock code for a fashion item the matrix screen is presented to enter the variations to be purchased.

This screen shows the matrix of all colours and sizes for the item being purchased.
The grid at the bottom of the screen shows by default what is in stock, but you can toggle between the options at the top of the screen to view different statistics
e.g. stock available for sale, stock on order etc.
When you have entered all sizes colours to be purchased click on Save Changes to display the standard screen. 

The Open button is now displayed allowing you to re-open the matrix screen if you need to adjust the order.

Standard Stock

If you have entered the code for an item that is neither volume or stock the system will populate the table with the description, case type (unit) you usually purchase in 

In this example we can see the following fields populated:
Department: this is the default department recorded in the stock record
Cost Centre: this is the default cost centre recorded in the stock record
Purchase Information: This data shows information about the item you are buying and should assist you in making decisions about the quantity to be purchased.
You can click on the Activity button to see more information about stock movement
Quantity: Enter the quantity to be purchased. In this example this has been pre-set to 20 as a recommended quantity to purchase has been recorded for this stock item.
Cost: This is the purchase price recorded for this supplier for this item.
      For all three types of stock records the system will also check to see if the product can be bought at a better price from another supplier.
      We can see this in the example above for standard stock.
      It is an extreme example but clearly illustrates the point. In red above cost is displayed the message   indicating that this product can be purchased from supplier CAC at the lower          price.   
  Note that if the supplier uses another currency the system will automatically convert the price to your currency.

If you amend the cost the system will prompt you as to whether you wish to update the price on the stock file (only if you have permissions to update stock prices)

If you use derived pricing (this is functionality that ensures you maintain a specified margin you will also be prompted to update the sale price so as to maintain your margin.

Case Type: If you wish to purchase this item in a different case type(Unit) to the default, enter the new case type or use the look up button. Agility will automatically re-calculate all the pricing for you.

Stock Code Not Normally bought from this Supplier

You may raise a purchase order for stock items that you do not normally purchase from a supplier.
The default for the search screen is set by the toggle in the middle of the screen called Stock Selection Option.
If you however you are recorded as an alternative supplier for the stock code you will be prompted

Non-Stock Item

You can raise an order for an item that is not recorded in you stock file. Examples of this may be a service or equipment that you wish to purchase for yourselves.
To do this simply TAB out of the stock filed and it will automatically be filled with the value of <TEXTITEM>

You can now enter the description, case type, quantity and cost.
There are two other fields that you may need to complete for this type of code

Cost Split

It is possible in the nominal ledger to set up a cost split. This will split the cost of a purchase across multiple cost centres.
This is only applicable for items purchased for yourselves. In the example above, you may wish to attribute the cost of the new boiler by % to every department i.e. 30% shop, 30% warehouse, 40% back office. These cost splits will already have been set up.

Asset Category

Again, when purchasing a new product for your company you may wish to record it as a fixed asset in your accounts system.
To do this you must select the appropriate Asset Category. For more information on Fixed Assets

COPY A PO

The final way to populate a PO is to copy from an existing purchase order. This is very useful if you regularly order the same items from a supplier. Note that you cannot copy from one supplier to another supplier. To do this export the order and then import.

After entering your User id click on Copy PO to displays


Enter the purchase order to be copied and click OK. All lines from the original PO will be copied to the new PO

Finalising a Purchase Order

Pressing this button will save the Purchase Order for sending to the supplier. Once saved the order can no longer be opened in this screen for editing although editing of the PO is possible from Goods In and Purchase Order Invoicing. 

Creating a PO from a Quote

1) Save the quote first

2) Click on to Ext View

3) then select lines that you want to convert to PO - if all then don't select any. Click on export to PO

4) Enter supplier

5) System will display purchase order screen with items selected (after you enter user id)

​

Add a Note

Add a Charge

Edit and Open a PO

Supplier List

Create a New Stock Code

Stock Requirements


 





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